Job summary
Are you interested in being part of a team which provides vital administrative support for women experiencing mental health problems in the Perinatal period? Newly funded opportunities have arisen for Team Administrators to join our amazing Specialist Community Perinatal Mental Health Team based in Callington Road, Bristol.
Please note: this vacancy is not eligible for sponsorship.
Main duties of the job
The post holder will be highly motivated, flexible and multi-skilled with excellent organisational skills. They will possess a working knowledge of all Microsoft Office systems including Word and Excel.
The post holder will work alongside 5 other administration staff and a lead administrator. Responsibilities will include taking phone calls, uploading information, liaising with service users, typing letters, taking minutes and other administrative processes. They will need to be able to work within a team effectively and share work streams where appropriate.
To provide comprehensive administration and secretarial support to the team including named medical staff and the system-wide multi-disciplinary team. This will include being the first point of contact for the team and will involve duties such receiving initial enquiries and directing telephone calls.
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.
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, includingoutside agencies, requiring tact and persuasive skills where there may be barriers tounderstanding or agreement.
- The arranging and negotiation of various meetings including those with other agencyinvolvement. Negotiating diary conflicts and competing priorities as appropriate.
- Exchange verbal and written information with patients, staff and carers relating toappointments, admissions and meetings etc. Provide and receive routine and complicatedinformation, including dealing with enquiries from external stakeholders and the public.
- This may include sensitive information. The provision of and updating of patient notes, collationof information for transfer of care etc.
- Work within a multi-disciplinary environment ensuring that communication with appropriateteam members is effective.
- Facilitating the administration processes for the Team meeting.
- To receive and open mail (paper and electronic as necessary) and distribute/despatchaccordingly ensuring appropriate action is taken with high priority items.
- To manage both telephone and face to face contacts with distressed service users in a supportiveand empathetic manner.
- Exercise judgement when dealing with patient enquiries, analyse and resolve non-clinical patientproblems 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 including the scheduling of Consultant Clinic Appointments Tribunals Room Bookings Other bookings as required Arrangingand rearranging as appropriate clinics, appointments etc.
- Type patient reports/correspondence/e-mails as required, deal with telephone/face to faceenquiries from patients. Input accurate and up to date patient data onto the Rio system.
- The post holder will order stationery and other necessary items for the team via theprocurement 3 system.May be responsible for petty cash float/handling.
- Supporting the induction of new staff members as required.
- Produce confidential correspondence and reports on a frequent basis.
- Supporting the Team/Service Manager with the Administration of meeting, RCAs, investigationsetc. Maintain efficient and effective electronic filing system/, Internet, Intranet, patient recordsto access and extract information as needed.
- Take and distribute formal minutes as necessary.
- Clerical duties including photocopying and scanning.
- Undertake surveys or audits as necessary to own work.
- May be asked to contribute to audit and research projects within the service to inform servicedevelopment and standards 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 shiftingpriorities appropriately.
- Assist patients during incidental contact, to provide non-clinical advice or information to patients/relatives or carers.
Please refer to the Job Description for more details which includes the Person Specification for this role
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, includingoutside agencies, requiring tact and persuasive skills where there may be barriers tounderstanding or agreement.
- The arranging and negotiation of various meetings including those with other agencyinvolvement. Negotiating diary conflicts and competing priorities as appropriate.
- Exchange verbal and written information with patients, staff and carers relating toappointments, admissions and meetings etc. Provide and receive routine and complicatedinformation, including dealing with enquiries from external stakeholders and the public.
- This may include sensitive information. The provision of and updating of patient notes, collationof information for transfer of care etc.
- Work within a multi-disciplinary environment ensuring that communication with appropriateteam members is effective.
- Facilitating the administration processes for the Team meeting.
- To receive and open mail (paper and electronic as necessary) and distribute/despatchaccordingly ensuring appropriate action is taken with high priority items.
- To manage both telephone and face to face contacts with distressed service users in a supportiveand empathetic manner.
- Exercise judgement when dealing with patient enquiries, analyse and resolve non-clinical patientproblems 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 including the scheduling of Consultant Clinic Appointments Tribunals Room Bookings Other bookings as required Arrangingand rearranging as appropriate clinics, appointments etc.
- Type patient reports/correspondence/e-mails as required, deal with telephone/face to faceenquiries from patients. Input accurate and up to date patient data onto the Rio system.
- The post holder will order stationery and other necessary items for the team via theprocurement 3 system.May be responsible for petty cash float/handling.
- Supporting the induction of new staff members as required.
- Produce confidential correspondence and reports on a frequent basis.
- Supporting the Team/Service Manager with the Administration of meeting, RCAs, investigationsetc. Maintain efficient and effective electronic filing system/, Internet, Intranet, patient recordsto access and extract information as needed.
- Take and distribute formal minutes as necessary.
- Clerical duties including photocopying and scanning.
- Undertake surveys or audits as necessary to own work.
- May be asked to contribute to audit and research projects within the service to inform servicedevelopment and standards 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 shiftingpriorities appropriately.
- Assist patients during incidental contact, to provide non-clinical advice or information to patients/relatives or carers.
Please refer to the Job Description for more details which includes the Person Specification for this role
Person Specification
Governence
Essential
- Demonstrate clear understanding of principles of confidentiality
Customer care skills
Essential
- Previous customer care skills
- Empathetic and sensitive to service users
Time management
Essential
- Excellent diary management
- Comfortable dealing with multiple tasks and deadlines
Organisational skills
Essential
- Experience of organising and maintaining a busy office
- Experience of administrative systems and office procedures
Desirable
- Previous experience of working in NHS
- Experience of working in mental health services
IT Skills
Essential
- Good IT skills Word, Excel, PowerPoint, Internet etc.
- Fast and accurate keyboard skills
- Minute taking
Desirable
- Additional Secretarial / NVQ 3 admin qualifications
Person Specification
Governence
Essential
- Demonstrate clear understanding of principles of confidentiality
Customer care skills
Essential
- Previous customer care skills
- Empathetic and sensitive to service users
Time management
Essential
- Excellent diary management
- Comfortable dealing with multiple tasks and deadlines
Organisational skills
Essential
- Experience of organising and maintaining a busy office
- Experience of administrative systems and office procedures
Desirable
- Previous experience of working in NHS
- Experience of working in mental health services
IT Skills
Essential
- Good IT skills Word, Excel, PowerPoint, Internet etc.
- Fast and accurate keyboard skills
- Minute taking
Desirable
- Additional Secretarial / NVQ 3 admin qualifications
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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