Band 4 Clinical Services Lead Administrator - Bristol

Avon and Wiltshire Mental Health Partnership NHS Trust; Bristol; On-site; GBP 24,000 - 28,000; Full time

Job summary

A leading mental health trust is seeking an enthusiastic administrator to support the Wickham low secure unit in Bristol. The role involves providing comprehensive administration to multidisciplinary teams, line management of Ward Admin staff, and effective communication with various stakeholders. Candidates should possess excellent organizational skills and be proactive in a dynamic environment. A diversity-friendly workplace committed to inclusivity is offered.

Benefits

Diversity and inclusion commitment

Dynamic working environment

Qualifications

• Experience in administrative roles, preferably in healthcare.
• Ability to manage workload effectively and work autonomously.

Responsibilities

• Provide comprehensive administration and secretarial support.
• Line manage the Ward Admin team across two units.
• Manage diary and meeting arrangements and take formal minutes.

Skills

Excellent communication skills

Organizational skills

Proactive approach

Teamwork

Education

NVQ 3 in Team Leader/Supervisor or equivalent

Tools

Microsoft Office (Word, Excel)

Job description

Job overview

The Secure Services Admin team are looking for an enthusiastic and organised administrator who will be based at the Wickham low secure unit on the Blackberry Hill site, Bristol, BS16 2EW.

You will have a friendly, empathic and non-judgemental approach to your work. You will also be a highly motivated individual, pro-active, creative and flexible in your approach in this role.

You will not only possess excellent secretarial and administrative skills, but also be able to manage your own time and workload, have a strong sense of teamwork, and have excellent communication skills. You should be able to work flexibly and have excellent strategies for managing what can sometimes be a pressured environment.

The postholder will line manage the Ward Admin team across two units carrying out supervisions, appraisals and providing support and guidance as well as providing admin support to a Modern Matron and being the central point of contact for general admin queries relating to the unit.

You will be reporting to the Business Coordinator who is the Lead Administrator for the Service and will also be expected to work across the service when required such as note taking at various meetings, disciplinary hearings and investigations.

If you feel that you would thrive in this fast-paced environment, enjoy challenging yourself, and are willing to learn and develop, then we can offer you a dynamic and supportive place in which to work.

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.

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 expected to line manage others and will provide support and guidance for matters that are escalated to them by Clinical Services Administrators. The post holder will be expected to work without direct supervision and manage their own workload.

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 but generally, they will manager their own workload.

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.

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

Liaise with a wide range of stakeholders, both internal to the organisation and external, including:
• Medical Staff.
• Multidisciplinary Teams (outreach 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.

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.

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.

Person specification

qualification

Essential criteria

• NVQ 3 in Team Leader/Supervisor or similar relevant qualification or Equivalent competence acquired by experience and willingness to undertake NVQ 3 Team Leader/Supervisor qualification under the Trust Apprenticeship Scheme

experince and knowledge

Essential criteria

• Knowledge of the full range of routine and non-routine admin and secretarial procedures
• Excellent computer and IT skills to enable the production of reports and spread sheets.
• Experience of using specialist Intermediate theoretical knowledge of admin terminology and organisational procedures to enable problem solving etc.

Desirable criteria

• Administration experience in a health/social care setting

Skills

Essential criteria

• Excellent communications skills, both verbal and written
• Ability to take and convey clear messages
• Ability to prioritise and work to conflicting demands

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.

Click here to view our applicant guidance

Please apply to join us, we would love to hear from you. Any personal details you supply to us are kept safe in line with the General Data Protection Regulations.

Adverts normally close for application a few minutes before midnight on the closing date and we will let you know if we are offering you an interview by email via our recruitment system 'TRAC'. We contact all applicants within 4 weeks after the closing date, so please check your emails regularly once you have submitted your application; you are welcome to contact us, via the TRAC system, if you have any queries about your application.

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Employer certification / accreditation badges

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Application numbers

This vacancy may close early if it receives a high number of applications. Please complete and submit your application in good time to avoid disappointment.
Documents to download

• Band 4 Job Description (PDF, 488.3KB)
• Inclusive Top 50 UK Employers List (PDF, 78.9KB)
• Financial Support & Discounts (PDF, 919.6KB)
• Value of the NHS Pension Scheme (PDF, 279.0KB)