Job summary
Are you an experienced, highly motivated administrator looking for a new challenge? Are you approachable, friendly and compassionate with enthusiasm for developing new skills? If this describes you then this could be the opportunity for you to join a progressive and forward thinking mental health service.
This varied and interesting role provides administrative support to the Community teams. You will demonstrate good initiative and judgement, as you will have to work independently but also as part of the wider admin team. Good communication and organisational skills are vital. Service user care is at the heart of our work so empathy and compassion goes without saying.
Ideally you will have previous clerical and administrative experience and have a good working knowledge of Microsoft Office packages.
Main duties of the job
To provide comprehensive administration support to multidisciplinary teams, wards or departments including named medical staff, junior medical staff and the system-wide multi-disciplinary team.
This will include being the first point of contact for that team, ward or department and could involve duties such as meeting and greeting visitors, receiving initial enquiries and directing telephone calls
You will need to be flexible and reactive to the current requests and demands.
You will have empathy with/and or experience of working with people who have experienced mental health and you will need a degree of resilience as some of the work can include details of a distressing nature, though full support is given by AWP through peer support, regular formal supervision and access to the Employee Assist programme.
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, 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.
Job description
Job responsibilities
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.
Providing Secretarial support to named Medical Staff/management team.
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.
Provide and receive routine and complicated information, including dealing with enquiries from external stakeholders and the public.
The provision of and updating of patient notes, collation of information for transfer of care etc. This may include sensitive information.
Work within a multi-disciplinary environment ensuring that communication with appropriate team members is effective.
Facilitating the administration processes for Team meetings etc.
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, negotiating diary conflicts and competing priorities as appropriate. Including the scheduling of :
- Consultant Clinic Appointments
- Tribunals
- Room Bookings
- Other bookings as required
1. 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 RiO system.
2. The post holder will order stationery and other necessary items for the team via the procurement system.
3. May be responsible for petty cash float/handling. Supporting the induction of new staff members as required
Please see JD attached for more details
Job description
Job responsibilities
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.
Providing Secretarial support to named Medical Staff/management team.
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.
Provide and receive routine and complicated information, including dealing with enquiries from external stakeholders and the public.
The provision of and updating of patient notes, collation of information for transfer of care etc. This may include sensitive information.
Work within a multi-disciplinary environment ensuring that communication with appropriate team members is effective.
Facilitating the administration processes for Team meetings etc.
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, negotiating diary conflicts and competing priorities as appropriate. Including the scheduling of :
- Consultant Clinic Appointments
- Tribunals
- Room Bookings
- Other bookings as required
1. 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 RiO system.
2. The post holder will order stationery and other necessary items for the team via the procurement system.
3. May be responsible for petty cash float/handling. Supporting the induction of new staff members as required
Please see JD attached for more details
Person Specification
Experience
Essential
Desirable
Computer skills
Essential
Desirable
- RiO, agresso, other IT systems
Team working
Essential
- Working as part of a team
Desirable
- Consideration/empathy for others
Organisational
Essential
Desirable
Person Specification
Experience
Essential
Desirable
Computer skills
Essential
Desirable
- RiO, agresso, other IT systems
Team working
Essential
- Working as part of a team
Desirable
- Consideration/empathy for others
Organisational
Essential
Desirable
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.
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