Job summary
This is a part time post providing administrative support to our North Bristol CAMHS team
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 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
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
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
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
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
Education/qualifications
Essential
- ECDL/Diploma in Admin/NVQ qualifications (or equivalent competence)
Experience and Knowledge
Essential
- Experience of working in a team
- Able to organise and maintain a busy office/admin team
- Experience of administrative systems and office procedures
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)
Experience and Knowledge
Essential
- Experience of working in a team
- Able to organise and maintain a busy office/admin team
- Experience of administrative systems and office procedures
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.
