Band 3 Clinical Services Administrator - Salisbury

Job description

Job overview

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.

We are looking for an enthusiastic and resilient administrator to join our friendly team. You will be providing administrative support to Clinical Staff based in the Memory Assessment Service.

The role will involve working directly with nurses, doctors, other clinical Staff as well as other administrative staff, families, carers , GP's and third-party sectors.

We are looking for someone who is well organised, able to work to tight deadlines, with strong IT skills and proficient in using all Microsoft Office packages. You will be able to demonstrate good interpersonal and communication skills.

The role involves attending screening meetings and updating spreadsheets during those meetings, diary and email management, arranging appointments, producing documents. You will need to be flexible and reactive to changing priorities, whilst managing your workload.

Main duties of the job

You will possess a high standard of administrative skills, have a good working knowledge of all Microsoft Office systems, especially Word and Excel. You will be willing to undertake training in order to use other software packages, including our electronic patient record system (RiO).

The role will involve taking calls from service users, carers, GPs and other external agencies, as well as liaising with clinical teams and staff, so good communication skills both written and verbal are essential.

You will be required to produce documents, including taking minutes at a variety of meetings. Note taking training can be provided by AWP.

You will also be required to undertake general administrative tasks, and provide cross cover for the other administrators in the team.

Working in mental health services can be challenging at times, but also very rewarding. You will need to have empathy and compassion, when dealing with people who have mental health issues.

You also need to be an excellent team player, with strong personal resilience.

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;
• 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.

Exchange verbal and written information with patients, staff and carers relating to appointments, updates and meetings etc.

Provide and receive routine 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, and resolve non-clinical patient problems.

Manage the organisation of referral screening meetings etc.

Type correspondence/e-mails as required, deal with telephone/email enquiries. Input accurate and up to date patient data onto the RiO system.

Person specification

Skills and Knowledge

Essential criteria

• Proved previous administrative role experience
• Ability to work autonomously
• Good IT skills including use of Microsoft Office and other health systems
• Able to communicate effectively
• Works well in a team
• Excellent time management skills

Desirable criteria

• Previous administrative experience in an NHS role
• Empathy for people with mental health issues

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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