Admin Assistant
Job overview
Join Our OpCourage Veterans Mental Health Team!
Exciting opportunity for an enthusiastic Administrator to join our Veterans Mental Health Team, supporting veterans and their families across the West Midlands.
As one of the first points of contact for many of the veterans accessing our service, you will play a really important role in making sure they receive a warm, professional and supportive experience from the very first contact.
Working alongside our dedicated team of clinicians, your role will include a range of general administrative duties, including answering calls and emails, managing appointments, maintaining accurate records, supporting clinical teams, data entry and helping the service run smoothly day to day.
But this role is about much more than administration — you'll be part of a team that genuinely cares about the work we do and the veterans we support.
We are a passionate, hard-working and supportive team who take our work seriously… but we also believe in having great fun along the way! If you're organised, approachable, compassionate and enjoy working as part of a team, we'd love to hear from you.
Come and join us and be part of something that makes a real difference to the lives of veterans and their families.
Main duties of the job
To provide efficient secretarial and administrative support to the clinical team, adhering to procedures and processes within service timescales, whilst operating within a busy and demanding environment.
Detailed job description and main responsibilities
- Work effectively as a team member.
- Provide an administrative service across both pathways of the service, (urgent and non-urgent) including: word-processing, drafting and producing for example meeting notes, reports, letters and business documents from either audio or copy sources.
- Undertake general office duties as required including filing, photocopying, collating and distributing information, receipt and distribution of incoming and outgoing mail.
- Operate and maintain a robust, accurate and secure filing system that is easily accessible by all staff.
- Maintain spread sheets and databases including the production of regular information reports
- Linking in with NHS colleagues within our partnership including BSMHFT and LPFT and our Military Charity partners including Walking with the Wounded and The Ripple Pond.
- Be responsible for organising and servicing meetings / events as required, including room bookings, taking accurate notes, transcription and circulation as appropriate
- Procurement - order stationery, clinical supplies and equipment stock
- Use own initiative to meet tight deadlines
- Provide flexible administrative and clerical cover as required. This will involve working occasionally in both pathways, to provide cross cover arrangements.
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Person specification:
Knowledge
Essential
- Excellent communication / customer care skills both written and verbal demonstrating sympathy and compassion
- Advanced keyboard / IT skills Including audio typing
- Ability to manage and prioritise own and other’s workload and use own initiative
- Good knowledge and understanding of reception / office procedures
- Understanding of working in a supervisory role
- Good organisation skills and ability to multitask
Experience
Essential
- Experience of working with a range of Microsoft Office packages (eg. Word, Excel, Outlook, PowerPoint and Access)
- Experience of using Trust IT systems
- Experience of working in a busy office / customer care environment
- Experience of working in Healthcare
Qualifications
Essential
- Good General Education (eg. GCSE English and Maths A C) or equivalent
- Business Administration Level 2 or equivalent
- Customer Service Level 2 or equivalent
