Band 3 Receptionist/Clinical Services Administrator - Bristol

Avon and Wiltshire Mental Health Partnership NHS Trust; West of England; On-site; GBP 19,000 - 23,000; Full time

Job summary

Avon and Wiltshire Mental Health Partnership NHS Trust is seeking a receptionist/administrative support member for CAMHS. You will be the first point of contact for families, carers and young people, handling enquiries by phone and in person, and liaising with professionals across Social Care, Education and health services.

The role requires strong MS Office skills, diary management, minute taking and data handling for KPI targets within a busy NHS environment.

Qualifications

• Experience of administrative systems and procedures.
• Experience of Microsoft Office.
• Experience of working within a team.

Responsibilities

• Provide comprehensive administration and secretarial support to multidisciplinary teams.
• Be the first point of contact for the team; handle enquiries and direct calls.
• Diary management and meeting coordination.
• Typing/Audio typing and data collation for KPI targets.
• Upload data to IAPTUS electronic patient record.
• Room bookings and minute taking.
• General administrative tasks and supporting health and safety audits.

Skills

Good communication skills

Ability to use own initiative and work

Confidentiality awareness

Teamwork

Education

RSA or equivalent keyboarding

English and Maths qualification

ECDL / NVQ in administration

Tools

Microsoft Office

Job description

Job overview

The post holder will provide reception and administrative support service within the Child and Adolescent Mental Service (CAMHS) at the direction of the Clinical Services Lead Administrator.

They will have telephone and face-to-face contact with families/carers and the children and young people who attend our service and liaise with a wide range of professionals via email, face to face or on the telephone. This will include Social Care, Education, and other health professionals such as school health nurses, paediatrician's and GP's.

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

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 (IAPTUS).

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.

There may be a requirement to provide supervision to support administrators or apprentice posts.

The post holder will be key in maintaining diaries and 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, generally, they will manager their own workload.

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

Good communication skills are key to success in this post.

• Meet and greet services users, families and visitors to the building
• Handling sensitive and confidential material.
• Answering the main phones for the Clinical Team and dealing with enquiries.
• Taking messages on behalf of the Clinicians and passing them on in a timely fashion.
• Typing/Audio typing.
• Scanning and uploading documentation to IAPTUS (Patients Electronic Records System)
• Dealing with incoming and outgoing post.
• Diary Management.
• Updating spreadsheets
• Supporting the Clinical services lead administrator with collation and validation of data and KPi targets.
• Minute taking.
• Room bookings
• Booking appointments
• Supporting Health and safety audits
• Other general administrative tasks.

CAMHS work can include reports and letters of a safeguarding and sensitive nature and admin staff can be exposed to this. Therefore, you should possess the ability to show compassion and empathy whilst maintaining a professional and calm manner.

Person specification

Experience

Essential criteria

• Experience of administrative systems and procedures
• Experience of Microsoft Office
• Experience of working within a team

Desirable criteria

• Experience of working within CAMHS administration

Education

Essential criteria

• Sound qualification in English and Maths
• RSA or equivalent keyboarding or typing qualification

Desirable criteria

• ECDL / Diploma / NVQ qualification in administration

Skills and knowledge

Essential criteria

• Good communication skills both on the phone and face to face
• Ability to use own initiative and work under pressure
• A good understanding of confidentiality

Desirable criteria

• An eye for detail
• Previous knowledge of CAMHS
• Previous knowledge or use of NHS IT systems

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.