WorkWell Work Administrator

Job summaryTo provide a comprehensive personal assistant service including general administrative support to the WorkWell team, Senior Work and Health Coaches (SWHC) and Team Manager. To take a lead role in the co-ordination of a range of general administrative functions required to support the associated management team. The post-holder will provide comprehensive secretarial and administrative support to the team, including diary management, maintaining records and the team database, both paper and electronic, in accordance with Trust policy. Having the right value base is essential for this role.Main duties of the jobThe post holder will contribute to the WorkWell employment service by working with the management team to co-ordinate team activities, team meetings, supervision sessions and other meeting commitments. The post holder will have no line manager responsibilities but may be required to train/supervise work of junior staff/agency staff/apprentices in the department. They will also provide support and advice at times to the other team administrators across Employment Services. The post holder will ensure that all administrative activities are executed with maximum efficiency, accuracy and effectiveness. They will operate the highest level of discretion to attract the full confidence of the Manager and any service leads. Answering internal and external enquiries and directing callers or visitors appropriately, taking messages and resolving issues. About usBlack Country Healthcare NHS Foundation Trust provides specialist mental health, learning disability, and community healthcare services for the population of the Black Country.Across the whole of the region we provide:Adult and older adult mental health servicesSpecialist learning disability servicesCAMHSBlack Country Healthcare NHS Foundation Trust was formed on 1 April 2020, after NHS England and NHS Improvement approved the merger of Black Country Partnership NHS Foundation Trust and Dudley and Walsall Mental Health Partnership NHS Trust.Combining resources, strategies and talented workforce enables us to deliver a wider variety of outstanding services that are based on best practice and are continually improving.We currently employ over 3,000 members of staff and just like the population we serve, we are made up of diverse cultures and backgrounds.Job description Job responsibilitiesPost Title: WorkWell Work Administrator Department: Employment and Recovery Service Location: Black Country Wide Band: Hours: 37.5 Contract Type: Fixed term contract 1. Answer the telephone and deal with queries and referrals which at times requires tact, sensitivity and emotional resilience in responding to patients who may be unwell. Directing enquiries appropriately and resolving any issues that they are able to. 2. Effectively communicate issues to relevant parties, using initiative when dealing with enquiries that may require a prompt response. 3. To carry out general clerical duties including, word processing, filing, photocopying, telephone answering, and diary management. Managing the Team/Managers diary using independent judgement to prioritise the Team/Managers work schedule. 4. To assist with the setting up and maintenance of effective and efficient administrative systems for the projects activities. To input, update and retrieve information into computer databases and spreadsheets, and audit files regularly to ensure compliance with funding guidelines. 5. To collate information and assist in the preparation of reports to senior officers to strict deadlines; including the preparation of monthly project monitoring returns and other reports as required, managing and prioritising any workload commitments as they arise.6. To assist in the development and maintenance of appropriate financial records, including records of invoices and credit notes, transactions etc. utilising both manual and computerised record systems. Ensuring comprehensive administration systems to facilitate smooth running and high quality administrative practices.7. To liaise with external organisations to ensure the collection of information to meet the requirements of funding bodies.Job description Job responsibilitiesPost Title: WorkWell Work Administrator Department: Employment and Recovery Service Location: Black Country Wide Band: Hours: 37.5 Contract Type: Fixed term contract 1. Answer the telephone and deal with queries and referrals which at times requires tact, sensitivity and emotional resilience in responding to patients who may be unwell. Directing enquiries appropriately and resolving any issues that they are able to. 2. Effectively communicate issues to relevant parties, using initiative when dealing with enquiries that may require a prompt response. 3. To carry out general clerical duties including, word processing, filing, photocopying, telephone answering, and diary management. Managing the Team/Managers diary using independent judgement to prioritise the Team/Managers work schedule. 4. To assist with the setting up and maintenance of effective and efficient administrative systems for the projects activities. To input, update and retrieve information into computer databases and spreadsheets, and audit files regularly to ensure compliance with funding guidelines. 5. To collate information and assist in the preparation of reports to senior officers to strict deadlines; including the preparation of monthly project monitoring returns and other reports as required, managing and prioritising any workload commitments as they arise.6. To assist in the development and maintenance of appropriate financial records, including records of invoices and credit notes, transactions etc. utilising both manual and computerised record systems. Ensuring comprehensive administration systems to facilitate smooth running and high quality administrative practices.7. To liaise with external organisations to ensure the collection of information to meet the requirements of funding bodies.Person Specification Interview Essential GCSE Grade C/4/5 or above in English (or equivalent) or experience in an administrative role Competent in using Microsoft office systems (Word, Excel and PowerPoint) and Microsoft Outlook Confident in using the phone to deal with queries and tasks from both patients and colleagues Excellent prioritisation and organisational skills Desirable Experience of dealing with customer queries, dealing with sensitive information and sometimes distressing Ability to travel to various Trust sites Person Specification Interview Essential GCSE Grade C/4/5 or above in English (or equivalent) or experience in an administrative role Competent in using Microsoft office systems (Word, Excel and PowerPoint) and Microsoft Outlook Confident in using the phone to deal with queries and tasks from both patients and colleagues Excellent prioritisation and organisational skills Desirable Experience of dealing with customer queries, dealing with sensitive information and sometimes distressing Ability to travel to various Trust sites Disclosure and Barring Service CheckThis post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Certificate of SponsorshipApplications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the . From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. . Additional information Disclosure and Barring Service CheckThis post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Certificate of SponsorshipApplications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the . From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. .Employer details Employer nameBlack Country Healthcare NHS Foundation Trust AddressKingshill Centre School Street WednesburyWS10 9JB Employer's website