Job summary
- Main area
- Dudley South CMHT, Adult Mental Health
- Grade
- Band 3
- Contract
- Fixed term: 6 months (2WTE)
- Hours
- 37.5 hours per week (Full time)
- Job ref
- 285-9628-MH
- Employer
- Black Country Healthcare NHS Foundation Trust
- Employer type
- NHS
- Site
- Dudley South CMHT
- Town
- Halesowen
- Salary
- £25,760 - £27,476 per annum
- Salary period
- Yearly
- Closing
- 20/10/2026 08:00
Employer heading
Team Administrator
Band 3
Black Country Healthcare NHS Foundation Trust is growing and changing. We provide specialist mental health, learning disability and community services across Dudley, Sandwell, Walsall and Wolverhampton. We’re looking for people who care about others, take responsibility, treat people with respect and have the confidence to speak up and shape what comes next.
We’re focused on the future, with a clear Trust Strategy and our Best for the Black Country programme driving improvement across our services and communities.
What we do
· Adult and older adult mental health
· Children and young people’s mental health
· Specialist learning disability services
· Community healthcare for children, young people and families in Dudley
Why join now
We’ve got real momentum. Clear priorities and our Best for the Black Country work mean things are moving in the right way, fast.
Our culture is built around being compassionate, accountable, respectful and empowering each other - you’ll see this in how teams support patients and colleagues every day.
You’ll be looked after. Flexible working, family-friendly policies, supportive teams, proper wellbeing support and opportunities to learn and develop.
There’s room to grow. A wide range of services, space to try ideas and a voice that’s heard.
It’s a great place to live. Diverse communities, good transport links, strong schools and green space, with a lower cost of living than many city regions.
What it’s like to work here
You’ll join friendly, skilled teams who look out for each other. We plan together, share pressures and celebrate wins. You’ll be encouraged to take ownership, speak up and learn from experience. New starters get a warm welcome and clear induction; early careers colleagues have preceptorship and buddying; experienced staff can lead, teach and innovate.
Who we are
We’re 4,000+ colleagues from many backgrounds, committed to improving health and wellbeing for our communities and for each other. If you’re interested in the role but don’t meet every requirement, please apply — we value potential, different perspectives and people who want to grow.
As part of our commitment to fairness, transparency, and personal integrity, we ask all applicants to ensure that their job applications reflect their own experiences, skills, and motivations. While AI tools can support spelling, grammar, or formatting, we expect that the content of your application—especially personal statements and responses to role-specific questions—is written by you. This helps us get to know the real you and ensures that our recruitment process remains equitable and meaningful for everyone.
Armed Forces Community
Black Country Healthcare NHS Foundation Trust is proud to support the Armed Forces Covenant. We welcome applications from veterans, reservists, service leavers, military spouses and members of the wider Armed Forces community. We recognise the valuable skills, experience and attributes developed through military service and are committed to supporting the Armed Forces community in their careers.
Job overview
To support clinical services in providing efficient administration resources to safely manage the daily demand of referrals entering our services and process these referrals with a patient centred approach to the appropriate clinical services.
Provide comprehensive administrative support across various disciplines and services within the organisation, creating correspondence to support clinical services to enable them to function safely, efficiently and effectively.
All duties outlined are appropriate to the grade and the actual duties will be determined by the individual service/team.
Main duties of the job
- Manage the processing of new referrals into the service in accordance with locally defined Standard Operating Procedures.
- This may include registration of new patients onto the Electronic Patient Record (EPR) system and creating new referrals.
- Process referrals appropriately by booking appointments for groups or treatment and clinic appointments as required, arranging cancellation of appointments and rescheduling where requested in a timely manner.
- Manipulation of the Electronic Patient Record system to enter and retrieve patient data as required to support the navigation of referrals
- Managing all incoming telephone calls politely and efficiently, taking messages as required and navigating all calls appropriately in line with the Standard Operating Procedure.
- Always providing a high standard of communication with a patient centred approach
- Communicating effectively with internal and external stakeholders, acting as an ambassador for the organisation when responding to queries by telephone or electronically.
- Preparing documentation in the form of letters and other correspondence as directed by the clinical team in an appropriate format
- Process incoming/outgoing post, taking appropriate action as defined by local Standard Operating Procedures
Working for our organisation
Employees, workers, and / or contractors will be expected to uphold the values of the Trust and exhibit the expected Trust behaviours aligned to the Trust’s values.
Individuals have a responsibility to ensure that they display the Trust values and behaviours in carrying out their job and that individuals feel able to challenge (or raise a challenge) when other colleagues’ behaviours breach the spirit of Trust values.
Staff are to familiarise themselves with the Employer’s data protection policy when this is available, which sets out its obligations under the General Data Protection Regulation, the UK Data Protection Act 2018 and all other data protection legislation.
You must comply with the Employer’s data protection policy at all times and you agree that you will only access the systems, databases or networks to which you have been given authorisation and only for the purposes of your work for the Employer.
The Employer will consider a breach of its data protection policy by you to be a disciplinary matter which may lead to disciplinary action up to and including summary dismissal.
You should also be aware that you could be criminally liable if you disclose personal data outside the Employer’s policies and procedures.
If you have any queries about your responsibilities in respect of data protection you should contact the Employer’s Data Protection Officer.
Detailed job description and main responsibilities
- Sending clinical correspondence as directed to GPs, internal teams, voluntary sectors and other organisations as required using secure methods of electronic communication such as Docman or e-mail and by post.
- Carry out procurement of office supplies, review stationery requirements, order printed stationery and other ad hoc items as required by the team.
- Maintain effective diary management as required by line manager.
- Take notes or minutes, prepare agenda and action logs to support meetings as required as defined by operational procedures
- Undertake the administrative tasks of requesting services including the submission of works tickets and urgent requests for maintenance/estates via the Helpdesk, IT, and Information where appropriate under the direction of the line manager.
- To provide training and mentor junior staff and apprentices with support and guidance from line manager.
- As necessary, be responsible for the administration of petty cash and use of safe in line with Financial Procedures.
- Use and maintain knowledge of current IT systems, support with implementation and development of new systems and information technology as required.
- To work as part of a wider administration and clerical team providing cover and support to colleagues throughout the Locality during periods of annual leave or sickness to ensure a continuous and seamless provision of service. This may include front of house services or reception duties as and when required.
- Take responsibility for your own understanding of Information Governance, confidentiality, security, data protection and Caldicott Principles.
- To undertake any other duties of a similar nature consistent with the responsibilities of this post in order to provide a quality administration service.
- Comply with and actively promote BCPFT policies and procedures.
Person specification
Knowledge of Administration
Essential criteria
- Substantial recent experience of working in a busy administration environment
- Experience in a customer facing role
- Ability to be adaptive and flexible in response to additional workload
- Meeting preparation and experience of co-ordinating meetings
- Proficient in Microsoft Office package specifically Word, Excel, Outlook and MS Teams
- Knowledge of a range of administrative/secretarial procedures Understanding of the Data Protection Act and NHS Code of Confidentiality
Desirable criteria
- NHS experience
- NHS Systems such as RIO
Employer certification / accreditation badges
Applicant requirements
This post will require a submission for Disclosure to be made to check for any unspent criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Christina Millett
- Job title
- Admin Team Lead
- Email address
- [email protected]
- Telephone number
- 01384 325 270
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