Band 3 Clinical Services Administrator - Devizes

Avon & Wiltshire Mental Health Partnership NHS Trust; Devizes; Hybrid; GBP 23,000 - 25,000; Full time

Job summary

A prominent healthcare provider in the United Kingdom is seeking a Band 3 Clinical Services Administrator in Devizes. The successful candidate will provide essential administrative support to a dedicated team, managing diaries, organizing appointments, and ensuring effective communication with various stakeholders. Ideal candidates possess strong IT skills, excellent organizational abilities, and experience in a similar role. The role offers hybrid working options post-probation, and a commitment to supporting mental health services is essential.

Benefits

Hybrid working options post-probation

Supportive team environment

Training opportunities

Qualifications

• Ability to work under pressure and meet tight deadlines.
• Proficiency in diary and email management.
• Experience with multi-site operations and transport access.

Responsibilities

• Provide administrative support to clinical staff and manage diaries.
• Organize appointments, clinics, and take meeting minutes.
• Liaise with external agencies and manage patient inquiries.

Skills

Strong IT skills

Excellent communication skills

Organizational skills

Empathy and compassion

Education

Previous experience as a medical secretary

Tools

Microsoft Office (Word, Excel)

RiO (electronic patient record system)

Job description

Band 3 Clinical Services Administrator - Devizes

We are looking for a highly motivated and enthusiastic administrator to join our friendly team. You will be providing administrative support to Clinical Staff of the North East Wiltshire Community Mental Health Team based in Devizes and Chippenham.

The role will involve working directly with Consultants, Resident Doctors and Clinical Staff as well as other administrative staff, 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 involves diary and email management, arranging appointments and clinics, producing documents, organising meetings and taking minutes. 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 37.5 hours per week, Monday to Friday 9.00am to 5.00pm.

The successful candidate will be offered some hybrid working, after their probation period. Please note that hybrid working needs to be in line with the needs of service and will be reviewed on regular basis.

Main duties of the job

You 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 Consultants, Resident Doctors and Clinical Staff.

You will possess a high standard of secretarial and administrative skills and 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 Ttaff, so good communication skills both written and verbal are essential.

You will be required to arrange appointments and clinics, manage waiting lists on behalf of Consultant's. You will keep the prescription spreadsheet updated and liaise with Consultants, Clinical staff and Pharmacy with regards to prescription queries. You will need to produce documents, reports, as well as taking minutes at a variety of 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.

You will need to have empathy and compassion, when dealing with people who have mental health issues.

Previous experience of working as a medical secretary would be a benefit.

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

Excellent communication skills, both written and verbal. You will liaise 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.

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.

Manage the organisation of meetings and compile and prepare agendas and supporting papers for meetings.

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.

Manage clinics and waiting lists on behalf of Consultants and Resident Doctors, ensuring appointment letters are sent out in a timely manner.

Deal with prescription enquiries from Service Users, while liaising with Consultants, Resident Doctors and Pharmacy. Update prescription spreadsheet ensuring information is recorded accurately.

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.

Set up and manage effective office management/filing systems to support the service delivery.

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.

Liaise with a wide range of stakeholders, both internal to the organisation and external, including medical staff and multidisciplinary teams (Community or Inpatient).

Liaise with Services Users and Carers.

Liaise with health and social care teams and third sector/voluntary agencies, as well as community groups and local authority provision. Liaise with other statutory agencies e.g. Police, Ministry of Justice etc.

Answering the main phones and dealing with enquiries.

Take accurate messages and passing them on in a timely manner.

Uploading and recording information on RiO (Patient Electronic file).

Type clinical letters, upload them to RiO and posting them.

Arranging clinics on behalf of consultants and resident doctors.

Maintain waiting lists on behalf of the consultants and clinical staff.

Update and maintain prescription spreadsheet.

Deal with prescription enquiries, while liaising with consultants, resident doctors, care homes and pharmacy, to ensure service users receive their medication.

Taking minutes of various meetings.

Ordering supplies, including non-stock orders.

And any other general administrative task.

Person specification

IT Skills

Excellent IT skills utilising various systems Fast and accurate keyboard skills.

Minute taking

Organisational skills

Experience of organising and maintaining a busy office.

Experience of administrative systems and office procedures.

Demonstrates good time keeping and management of own diary.

Previous experience of working in NHS Experience of working in mental health services.

• Previous experience of working as a medical or legal secretary

Customer care skills

Previous customer care skills.

Empathetic and sensitive to others needs.

Shows understanding of mental health.

Experience working within the NHS.

Passionate about mental health and/or perinatal mental health.

Understanding on how to manage challenging conversations.

Governance

Demonstrates clear understanding of principles of confidentiality.

Desirable criteria Experience working in the NHS or managing patient information.

Person Specification

• Experience of organising and maintaining a busy office
• Experience of administrative systems and office procedures
• Ability to take Minutes of meeting
• Empathetic and sensitive to others needs
• Demonstrates clear understanding of principles of confidentiality
• Experience working within the NHS
• Experience of working in mental health services
• Previous experience of working as a medical or legal secretary
• Understanding on how to manage challenging conversations

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.

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