Administration Officer

Job overview

An exciting opportunity has become available for an Administration Officer to work as part of the Forensic Community Team within Learning Disabilities Services located at Jack Judge House, Oldbury.

The successful candidate will support clinical services in providing efficient administration resources to safely manage the daily team admin requirements with a patient centred approach.

Provide comprehensive administrative support across various disciplines , 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

The post holder will provide secretarial and administrative support to the Forensic Community Team acting as first point of contact into the service. You will be expected to exercise judgement and initiative to prioritise and co-ordinate your own workload, In addition to general administration and secretarial duties the post-holder will be required to attend multidisciplinary team meetings and book and/or cancel appointments as required. You will be required to use various computerised systems, e.g. Microsoft Office, Outlook and RIO appointment system (training will be provided).

Detailed job description and main responsibilities

Act as a point of reference for incoming telephone queries, taking appropriate action personally or redirecting as necessary.

Produce, reports and letters in accordance with Division guidelines.

Carry out general administrative and clerical functions including photocopying, filing paper and electronically as required.

Process the client referral system and associated paperwork in accordance with departmental systems.

Maintain effective and efficient departmental systems and office procedures including adequate supplies of departmental forms/leaflets and stationery requirements.

Maintain effective diary management as required by management.

Process incoming/outgoing post, taking appropriate action as necessary.

Maintain an efficient filing and records system, encompassing medical secretarial services.

Collate statistical information and prepare returns appropriate to grade as required by management.

Arrange and attend formal and team meetings to take notes, produce minutes, draft agendas and ensure members receive agendas and relevant enclosures on time. Provide general support to the meetings and ensure all arrangements for facilities are made.

Undertake the administrative tasks of ordering of supplies and services including the submission of works tickets and urgent requests for maintenance/estates, where appropriate under the direction of the Line Manager.

To supervise and mentor staff on Band 2 and below with support guidance from Line Manager.