Band 3 Clinical Services Administrator - Bristol

The main responsibility will be looking after referrals into this service and maintaining records relating to this.

To provide comprehensive administration and secretarial support to multidisciplinary teams, wards or departments including named medical staff, junior medical staff and the system-wide multi-disciplinary team.

This will include being the first point of contact for that team, ward or department and could involve duties such as meeting and greeting visitors, 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.

The post holder will be able to work to high standards and will be required to take personal details from people and upload onto the electronic patient record system (Rio).

The post holder will need to meet deadlines, collate data and maintain standards relating to administrative processes. They will need to be able to work within a team effectively and share work streams where appropriate.

The post holder will be key in arranging meetings, taking formal minutes and keeping appropriate records on the most up to date templates. Their work is managed rather than supervised and they are accountable for their own actions - manager is available for reference but generally, they will manage their own workload.

Liaise with a wide range of stakeholders, both internal to the organisation and external.

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.

The arranging and negotiation of various meetings including those with other agency involvement. Negotiating diary conflicts and competing priorities as appropriate.

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.

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

Work within a multi-disciplinary environment ensuring that communication with appropriate team members is effective.

Facilitating the administration processes for the Team meeting.

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 including the scheduling of:

• Consultant Clinic Appointments.
• Tribunals.
• Room Bookings.
• Other bookings as required.

Arranging and rearranging as appropriate clinics, appointments etc.

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 Rio system.

Produce confidential correspondence and reports on a frequent basis.

Supporting the Team/Service Manager with the Administration of meeting, RCAs, investigations etc.

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

Take and distribute formal minutes as 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.

Assist patients during incidental contact, to provide non-clinical advice or information to patients/relatives or carers.

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 provideHigh Quality, Compassionate Careeverywhere, 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.

Essential: - Admin experience/relevant qualifications; - Evidence of audio typing skills & note taking; - Team working; - Prioritisation/meeting deadlines; - Handling difficult calls; - understanding of therapies

Desirable: - Mental Health/NHS experience; - PAS systems/Rio; - Good communication skills

Essential: - Empathy for individuals who have experienced mental health problems and ability to cope with behaviour which may be challenging at times.