Band 3 Team Administrator - Petherton Resource Centre, Bristol

Avon & Wiltshire Mental Health Partnership NHS Trust; Bristol; On-site; GBP 20,000 - 27,000; Full time

Job summary

An NHS Trust is seeking an administrative professional to liaise with stakeholders and manage patient information efficiently. The role requires excellent communication and organizational skills, with duties including managing contacts, maintaining electronic records, and providing support to clinical teams. Ideal candidates will have previous administrative experience, a strong grasp of confidentiality, and proficiency in Microsoft Office.

Qualifications

• Experience working in an admin role.
• Ability to work in a busy environment and manage own workload.
• Proficient in using Microsoft packages and demonstrates understanding of confidentiality.

Responsibilities

• Liaise with various stakeholders including medical staff and service users.
• Manage both telephone and face-to-face contacts with users, providing support as needed.
• Input and maintain accurate patient data and manage administration processes.

Skills

Communication skills

Microsoft Office proficiency

Time management

Job description

Description of the duties

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.

Utilise written and verbal communication skills to connect with a wide range of people, including outside agencies, requiring tact and empathy, where there may be barriers to understanding and/or communication.

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

Provide and receive information, including dealing with enquiries from external agencies and the public. The provision of and updating of patient notes, collation of information for transfer of care etc. This may include sensitive information.

Work within a multi-disciplinary environment ensuring that communication with appropriate team members is effective. Facilitating the administration processes for team meetings etc.

To receive and open mail (paper and email) and distribute/dispatch accordingly ensuring appropriateaction is taken with high priority items.

To be able 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 etc. Escalating issues to the Lead Clinical Services Administrator as appropriate.

Type 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. The post holder will order stationery and other necessary items for the team via the procurement system.

Produce confidential correspondence and reports on a frequent basis.

Maintain efficient and effective electronic filing systems, and access patient records to extract information as needed. Take and distribute formal minutes as necessary. Clerical duties including photocopying and scanning.

Person specification

Experience

Essential criteria

• Years experience working in an admin role
• Ability to work in a busy enviroment
• Good communication skills
• Ability to manage own workload
• Experience of taking minutes
• Ability to work to deadlines
• Proficient in use of Microsoft packages
• Demonstrates good understanding of confidentiality