Job summary
- Main area
- Senior Administrator
- Grade
- Band 4
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week (9am-5pm weekdays)
- Job ref
- 342-CAMHS116-0924
- Employer
- Avon and Wiltshire Mental Health Partnership NHS Trust
- Employer type
- NHS
- Site
- Campbell House
- Town
- Bristol
- Salary
- £26,530 - £29,114 per annum
- Salary period
- Yearly
- Closing
- Today at 23:59
Employer heading
Band 4 Clinical Services Lead Administrator - Campbell House
Band 4
Job overview
This is a full time post providing administrative support to our CAMHS Intensive Outreach Treatment Team. (CIOT).
You will be joining a busy admin team and will need to have excellent communication and organisational skills, as well as a range of administrative skills.
A good working knowledge of Microsoft Office systems will be an advantage. Training for additional software packages, including our electronic patient record system, will be arranged. An aptitude for processes would be useful. A flexible and effective approach to requests and demands will be necessary.
You will have empathy with/or experience of working with people who have experienced mental health, and you will need some resilience as some of the work can include details of a distressing nature. Full support is given by AWP through peer support, regular formal supervision, and access to the Employee Assist programme
Main duties of the job
To provide comprehensive administrative support to our clinical teams. This will include being the first point of contact via telephone, receiving, managing and/or directing enquiries. Daily administrative tasks will include communication to a wide range of people, including hospitals, service users, GPs, external agencies and AWP staff. The role will be responsible for daily diary management, typing letters and correspondence, attending and taking minutes/notes at meetings, and keeping service user records updated via our electronic patient system.
The post holder will be able to meet deadlines and maintain standards of administrative processes. They will be able to work effectively within the team and share work streams where appropriate.
Working for our organisation
We are AWP (Avon and Wiltshire Mental Health Partnership NHS Trust) a diverse organisation with over 5,000 dedicated staff providing inpatient and community-based mental health care. We provide services from a range of locations to approximately 1.8 million people living in Bath and North East Somerset (B&NES), Bristol, North Somerset, South Gloucestershire, Swindon, across the county of Wiltshire and in parts of Dorset.
Our outstanding people promote mental health and wellbeing. The expertise and resources within AWP are dedicated to a person-centred approach for those who use our services and for all employees. We recognise that happy and fulfilled employees give better care.
At AWP we actively encourage applicants from all backgrounds; we are particularly keen to encourage applications from people from Black, Asian and minority ethnic backgrounds, those with disabilities and from the LGBTQ+ community. We want people to bring their unique blend of experiences, backgrounds, perspectives and knowledge to AWP, as diversity makes us stronger.
Detailed job description and main responsibilities
Job Purpose
Liaise with a wide range of stakeholders, both internal to the organisation and external, including:
• Medical Staff
• Multidisciplinary Teams (Community or Inpatient)
• Services Users and Carers
• Health and Social Care teams
• Third sector/voluntary agencies
• Community groups and local authority provision
• Other statutory agencies e.g. Police, Ministry of Justice etc
Utilise written and verbal communication skills to connect with a wide range of people, including outside agencies, requiring tact and persuasive skills where there may be barriers to understanding or agreement.
Exchange verbal and written information with patients, staff and carers relating to appointments, admissions and meetings etc.
Work within a multi-disciplinary environment ensuring that communication with appropriate team members is effective.
To receive and open mail (paper and electronic as necessary) and distribute/despatch accordingly ensuring appropriate action is taken with high priority items.
To manage both telephone and face to face contacts with distressed service users in a supportive and empathetic manner.
Exercise judgement when dealing with patient enquiries, analyse and resolve non-clinical patient problems including resolving conflicting diary appointments or schedules, clinics, meetings, tribunals etc. Escalating issues to the Lead Clinical Services Administrator as appropriate.
Arrange meetings and appointments for members of the team.
Type patient reports/correspondence/e-mails as required, deal with telephone/face to face enquiries from patients. Input accurate and up to date patient data onto the electronic patient system.
Maintain efficient and effective electronic filing system/, Internet, Intranet, patient records to access and extract information as needed.
Take and distribute formal minutes and meeting notes as necessary.
Clerical duties including photocopying/scanning/uploading.
Provide cover for colleagues when and where necessary.
Plans own workload to ensure that weekly, monthly, quarterly and annual tasks are met.
Prioritise workload with particular consideration to issues arising and responding to shifting priorities appropriately.
Person specification
Essential
Essential criteria
- Experience of working as part of a team
- Experience of administrative systems and procedure
- Experience of using Microsoft office packages
- Sound qualifications in English and Maths
- Good communication skills both on the phone and face to face with a wide variety of individuals
- Ability to work under pressure
- Experience of managing people and leading a team
Desirable criteria
- Experience in CAMHS administration
- Qualification in Administration (NVQ, Diploma or equivalent)
Employer certification / accreditation badges
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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.
Documents to download
Further details / informal visits contact
- Name
- Alison Paton
- Job title
- Business Coordinator
- Email address
- [email protected]
- Telephone number
- 0117 3408600
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