Band 4 Clinical Services Lead Administrator, Bristol

Avon & Wiltshire Mental Health Partnership NHS Trust

The closing date is 01 May 2025

Job summary

Avon and Wiltshire Partnership (AWP) are looking for an experienced clinical lead administrator to support our vision to deliver excellence for people with a learning disability and autistic people in our specialist acute inpatient mental health services and outreach team. The South West region is transforming the end to end pathway, together we will work collaboratively to support people to live their best lives in their local communities

NHSE expect the service to be implemented in line with South West regional learning disability and autism capacity programme of care (2023). The ambition is to deliver a specialist, acute mental health care setting to meet the specialist environmental and clinical needs of people with a learning disability and or autism that cannot access mainstream inpatient services.

The AWP inpatient unit aims to be a centre of excellence and has been carefully designed and developed with clinicians and people with lived experience. We are expecting the new centre to be open in 2025. You will be employed in Specialised Services division and work as a core member of the project team until opening. You will be instrumental in the development, implementation and delivery of the clinical and operational model for the inpatient service.

This is an exciting and ambitious programme that will deliver measurable benefits and clinical outcomes for those people with a learning disability and autistic people

Main duties of the job

To provide comprehensive administration and secretarial support to multidisciplinary teams, wards or departments including named medical staff, junior medical staff and the system-wide multi-disciplinary team.

There will be an expectation for the post holder to be highly motivated, flexible and multi-skilled with excellent organisational skills. They will possess excellent working knowledge of all Microsoft Office systems including Word and Excel.

The post holder will be able to work to high standards and will be required to take personal details from people and upload onto the electronic patient record system (RiO). The post holder will need to meet deadlines, collate data and maintain standards relating to administrative processes. They will need to be able to work within a team effectively and share work streams where appropriate.

The post holder will be expected to line manage others and will provide support and guidance for matters that are escalated to them by Clinical Services Administrators. The post holder will be expected to work without direct supervision and manage their own workload.

The post holder will be key in maintaining diaries and arranging meetings, taking formal minutes and keeping appropriate records on the most up to date templates. Their work is managed rather than supervised and they are accountable for their own actions - manager is available for reference but generally, they will manager their own workload.

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.

Date posted

17 April 2025

Pay scheme

Agenda for change

Band

Band 4

Salary

£26,530 to £29,114 a year

Contract

Permanent

Working pattern

Full-time

Reference number

342-SS055-0425

Job locations

Blackberry Hill Hospital

Manor Road

Bristol

BS16 2EW

Job description

Job responsibilities

Liaise with a wide range of stakeholders, both internal to the organisation and external, including:

Medical Staff

Multidisciplinary Teams (outreach 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.

Excellent communication skills, written and verbal, with a wide range of people, including outside agencies, sometimes 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. This may include sensitive information.

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 inquires, analyse and resolve non-clinical patient problems including resolving conflicting diary appointments or schedules, clinics, meetings, tribunals etc.

Manage the organisation of key meetings including business meetings and conferences, grievance hearings etc. and compile and prepare agendas and supporting papers for meetings.

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.

Interpret and advise on data and office management functions and implement relevant procedures.

Consider line management issues and decide on a course of action to be taken.

Day to Day line management of Clinical Services Administrators as required:

Carry out supervision sessions on a monthly basis

Undertake appraisals

Provide immediate guidance and assistance in problem solving

Agree/monitor absences in regard to annual leave, flexi time, sickness

Workload management

Prepare and present reports and a range of complex information in a range of formats including the production of scorecards, KPIs, performance reports and ad-hoc reports.

Collect performance data and produce monthly performance reports as required and directed by the Business Coordinator.

Ensure that appropriate systems are developed and maintained to prompt bring forward information or follow-up that is required for appointments, meetings and projects etc. and for outstanding work that has been requested by a certain deadline.

Take and distribute formal minutes as necessary.

Authorised signatory for small payments, timesheets.

Set up and manage effective office

Management/filing systems to support the service delivery.

May need to arrange rotas/staff cover.

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.

Assist patients during incidental contact, to provide non-clinical advice or information to patients/relatives or carers.

PLEASE SEE JD ATTACHED FOR MORE DETAILS