Band 3 Clinical Services Administrator - Devizes
Job Description
Job summary
We are looking for a highly motivated and enthusiastic administrator to join our friendly team. You will be providing administrative support to the North East Wiltshire Community Mental Health Team based at Green Lane Hospital in Devizes and Bewley House in Chippenham.
The post involves working directly with the multi-disciplinary team, management and other administrative staff, as well as outside agencies 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 includes diary and email management, producing documents, arranging appointments and clinics, as well as organising meetings and taking minutes (including formal HR meetings). You will need to be flexible and reactive to changing priorities, whilst managing your own workload.
This role requires you to work across multiple sites, so access to transport is essential. Your working hours will be 22.5 hours per week, covering Wednesday to Friday from 9.00am to 5.00pm.
Main duties of the job
You will be working as part of a busy administrative team and will need to be able to prioritise and organise your own workload, as well as sharing admin work streams, to ensure effective and efficient support to the clinical team.
You will possess a high standard of secretarial and 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, reports and agendas, including taking minutes at a variety of meetings, including some formal HR meetings. Note taking training can be provided by AWP.
You will be required to undertake general administrative tasks, this includes ordering stationary, clinical supplies and non-stock ordering, using NHS Supply Chain and Business World.
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.
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.
AWP is committed to support and create a positive research and evidence-based environment and culture, which can have a beneficial impact on everyone who works for the organisation and the care we provide to those who use our services.
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 responsibilities
GENERIC 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.
Answering the main phones for the ward and dealing with enquiries.
Taking accurate messages and passing them on in a timely manner.
Uploading and recording information on RiO (Patient Electronic file).
Health roster for clinical staff.
Typing clinical letters and posting them, ensuring a copy is upload to RiO.
Taking minutes of various meetings.
Inputting information on to Health Roster.
Ordering supplies, including non-stock orders.
And any other general administrative task.
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.
To organise and coordinate outpatient clinics, while managing waiting lists for appointments.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.PLEASE SEE JD ATTACHED FOR MORE DETAILS.
Person specification
Education & Qualification
Essential criteria
NVQ3/QCF in administration or equivalent level of knowledge and experience.
Experience & Knowledge
Essential criteria
- Proficient IT skills including Word, Excel, Internet
- RSA 3/NVQ3 or equivalent knowledge and experience
- NVQ level 3 in Business & Administration.
- Excellent communication skills, both verbal and written
- Knowledge of routine and non-routine administrative procedures acquired through qualification or experience
- Experience of working as part of a team
- Demonstrates clear understanding of principles of confidentiality
Desirable criteria
Administration experience in a health/social care setting
Previous experience of working on an inpatient ward.
Skills & Ability
Essential criteria
Excellent communication skills, both verbal and written.
Advanced typing skills.
Ability to work without direct supervision.
Person Specification
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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.
Employer details
Employer name
Avon & Wiltshire Mental Health Partnership NHS Trust
Address
Green Lane Hospital
Marshall Road
Devizes
SN10 5DS
Employer's website
http://www.awp.nhs.uk/about-us/working-for-us/ (Opens in a new tab)
