Job summary
This is a part-time post providing administrative support to our CAMHS Learning Disability teams.
LD has 2 bases, one in base is in the Kingswood HUB, South Gloucester and the other base is at Woodland View, Bristol. You will be expected to work across both bases.
You will be joining a busy admin team and will need to have excellent communication and organisational skills to complete a wide range of administrative duties.
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 service users, hospitals, social care, 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.
About us
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, and across the county of Wiltshire and 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.
Job description
Job responsibilities
- 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, 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.
Job description
Job responsibilities
- 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, 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
Education/qualifications
Essential
- ECDL/Diploma in Admin/NVQ qualifications (or equivalent competence)
Desirable
- Experience of working in general administration
Experience and Knowledge
Essential
- Experience of working in a team
- Able to organise and maintain a busy environment
Desirable
- Experience of administration in a clinical setting
- Experience in answering queries, progress chasing, task-related problem solving
- Experience of supporting senior staff
Skills and Abilities
Essential
- Good IT skills
- Excellent communication skills
- Ability to take and convey clear messages
- Ability to work under some pressure
- Ability to work without direct supervision
- Plan and prioritise own workload
Person Specification
Education/qualifications
Essential
- ECDL/Diploma in Admin/NVQ qualifications (or equivalent competence)
Desirable
- Experience of working in general administration
Experience and Knowledge
Essential
- Experience of working in a team
- Able to organise and maintain a busy environment
Desirable
- Experience of administration in a clinical setting
- Experience in answering queries, progress chasing, task-related problem solving
- Experience of supporting senior staff
Skills and Abilities
Essential
- Good IT skills
- Excellent communication skills
- Ability to take and convey clear messages
- Ability to work under some pressure
- Ability to work without direct supervision
- Plan and prioritise own workload
Disclosure and Barring Service Check
This 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.
Applications 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 UK Visas and Immigration website (Opens in a new tab).
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. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This 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.
Applications 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 UK Visas and Immigration website (Opens in a new tab).
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. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
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