Band 3 Clinical Services Administrator - Bristol

Job description

Job overview

This is a full-time, fixed term post for 12 months, 9:00 to 17:00, Monday to Friday providing administrative support to the CAMHS Getting Advice, our evolving 'Front door' team, receiving and processing referrals into the service and supporting the clinical team in their work with young people.

We are seeking to recruit a highly motivated, reliable and experienced Band 3 Administrator to join our growing, dynamic and friendly team.

As one of the administrators in a busy team, you will need to have excellent communication skills and a wide range of administrative skills.

Right to Work in the UK This position is not eligible for Skilled Worker visa sponsorship. Applicants must already hold the legal right to work in the UK at the time of application, as the organisation is unable to support sponsorship for this post.

Main duties of the job

Working under the supervision of the lead administrator, the successful candidate will join the existing admin team which consists of 1 x Band 4 lead administrator and 3 x Band 3 administrators.

The successful candidate will be able to work in a dynamic environment and will have good communication skills and able to use MS office packages with ease.

A calm, approachable manner is expected as many service users contact the office, some of these calls can be challenging due to ongoing mental health issues.

The successful candidate will be managing clinician's diaries, booking appointments and answering phones.

The post holder will process all the referrals into the CAMHS service, be a point of contact for enquiries from Service users and their families, health professionals, education, social care and police.

Working for our organisation

We are the lead provider of healthcare for people with serious mental illness, learning disabilities and autism across Bath and North East Somerset (BaNES), Swindon and Wiltshire, and Bristol, North Somerset and South Gloucestershire.

We aim to provide High Quality, Compassionate Care everywhere, every day. This means our services will be safe, clinically effective and provide a positive all round experience for our patients, families and carers. And we believe passionately in treating everyone with kindness, respect and empathy.

Key to this is providing a supportive and safe environment for our 4,000 staff where we all feel welcome and able to do the best we can for those we support. Our staff and teams work incredibly hard delivering services across more than 90 locations, covering 2,200miles, to more than 1.8million people.

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.

Detailed job description and main 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.

Provide and receive routine and complicated information; 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/dispatch/process accordingly ensuring appropriate action is taken with high priority items.

Providing Secretarial support to named Medical Staff/management team.

The arranging and negotiation of various meetings including those with other agency involvement

Negotiating diary conflicts and competing priorities as appropriate.

The provision of and updating of patient notes, collation of information for transfer of care etc.

Input accurate and up to date patient data onto the IAPTUS system.

Maintain efficient and effective electronic filing system/, Internet, Intranet, patient records access and extract information as needed.

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, and re-arrange if needed, meetings and appointments for members of the team including the scheduling of:

Consultant Clinic Appointments
Room Bookings
Other bookings as required

Supporting the induction of new staff members as required.

Produce confidential correspondence and reports on a frequent basis.

Clerical duties including photocopying and scanning.

Provide cover for colleagues when and where necessary.

Plans own workload to ensure that daily, weekly, monthly, quarterly and annual tasks are met.

Prioritise workload with particular consideration to issues arising and responding to shifting priorities appropriately.

Process referrals received and outcomes timely and accurately.

Process emails received for other tasks (including EHCP emails) timely and accurately.

Covering the Reception in case of colleagues' absences can be required.

See Job Description for full details

Person specification

Qualifications

Essential criteria

• Sound qualifications in English Language and Maths

Desirable criteria

• ECDL/Diploma in Admin/NVQ qualifications (or equivalent) advantageous

Experience

Essential criteria

• Knowledge of routine and non-routine administrative procedures acquired through qualification or experience
• Experience working within a team
• Experience using Microsoft Office Packages e.g. Word, Excel, Outlook, etc

Desirable criteria

• Administration experience in a health/social care setting

Skills

Essential criteria

• Excellent communication skills, both verbal and written
• Ability to work under pressure
• A good understanding of confidentiality and data protection
• Flexibility

Desirable criteria

• An eye for detail

We are proud to be fostering a diverse workforce that reflects our communities. A key commitment to this is improving staff representation from Black, Asian and Minority Ethnic communities, those from the LGBTQ+ communities, people with 'lived-experience' of mental health conditions and people living with disabilities,- we are a 'Disability Confident Employer' offering a guaranteed interview to Disabled applicants who meet the essential criteria. This includes people with a variety of disabilities and neurodivergent conditions (for example autism, ADHD, sensory, physical and learning disabilities).

We encourage applications from people who wish to work on a flexible basis, recognising that flexibility may mean a range of different working patterns and hours, we do our utmost to work with our staff to meet their needs and the needs of our service users.

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