Band 4 Clinical Services Lead Administrator

Avon And Wiltshire Mental Health Partnership Nhs Trust; Bristol; On-site; GBP 25,000 - 30,000; Full time

Job summary

A regional healthcare provider in England is seeking an Administrative Support Officer to enhance service delivery by providing essential administrative support to the consultancy team. Responsibilities include diary management, liaising with various stakeholders, and supervising staff. Ideal candidates will possess strong communication skills, a friendly manner, and the ability to efficiently manage workloads. A commitment to fostering diversity within the workplace is also prioritized, making this a welcoming environment for all applicants.

Qualifications

• Experience supervising or mentoring staff and monitoring targets.
• Excellent face to face interaction and warm telephone manner.
• Ability to work in a fast-paced environment with flexibility.

Responsibilities

• Provide administrative support to consultants and medics.
• Manage diary and appointments, as well as communications.
• Prepare and support meetings, handling sensitive information.

Skills

Supervision and administration skills

Excellent communication skills

Organized and flexible

Attention to detail

Job description

Overview

Your main responsibility is to provide administrative support to the South Glos Later Life consultants, medics and junior medics within the team. To include: Diary management and booking of appointments. Accurate data input. Liaising with internal and external clients including GP's and other professional bodies. Formatting letters and dictations on behalf of the consultants as well as minute taking for daily meetings and weekly MDT's / business meetings. Main point of contact for service users. Processing referrals. Supervision of band 3 administrators., 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.

Responsibilities

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. 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 key meetings including business meetings and conferences, grievance hearings etc. 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. Interpret and advise on data and office management functions and implement relevant procedures. Consider line management issues and decide on a course of action to be taken.

Day to Day line management of Clinical Services Administrators as required:

• Carry out supervision sessions on a monthly basis
• Undertake appraisals
• Provide immediate guidance and assistance in problem solving
• Agree/monitor absences in regard to annual leave, flexi time, sickness
• Workload management

Prepare and present reports and a range of complex information in a range of formats including the production of scorecards, KPIs, performance reports and ad-hoc reports. Collect performance data and produce monthly performance reports as required and directed by the Business Coordinator. Ensure that appropriate systems are developed and maintained to prompt bring forward information or follow-up that is required for appointments, meetings and projects etc. and for outstanding work that has been requested by a certain deadline. Take and distribute formal minutes as necessary. Authorised signatory for small payments, timesheets. Set up and manage effective office management/filing systems to support the service delivery. May need to arrange rotas/staff cover. 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 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.

Qualifications

Do you have proven supervision and administration skills? We are looking for someone with a warm, friendly telephone manner, excellent face to face interaction, a good experience of typing and secretarial/administrative duties who enjoys being a team player. You will need to be highly organised, motivated and very flexible to last minute changes and be able to work in a fast paced environment paying close attention to detail. Have experience of supervising or mentoring/training staff, monitoring targets and working to deadlines. Please note - This vacancy is unable to support sponsorship.

Working for our organisation

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.