Band 4 Clinical Services Lead Administrator, Bristol

Job overview

Due to promotion, the Children and Adolescent Mental Health Service (CAMHS) is looking for a dynamic and forward-thinking senior band 4 administrator to join our senior management team.

We are a small and friendly team, based in the heart of the community in Barton Hill Settlement. The services support Bristol, North Somerset and South Gloucestershire CAMHS. You will directly report to the Business Coordinator and be working within the CAMHS leadership team.

This team includes the Head of CAMHS, the Clinical Lead and senior managers. You will be integral to the wider CAMHS leadership team and regularly link into the Trust, especially the data analyst team.

We are a forward thinking area of AWP, who champion transformation to create the best care for our children and young people. We have a focus on staff wellbeing and equal opportunity. We welcome applications from diverse populations. If you wish to have an informal discussion you can contact the Business Coordinators by email on awp.camhs.management@nhs.net or phone Alison Paton 07999 181120 or Agnes Randall 07354 164123.

Main duties of the job

To provide comprehensive administration and secretarial support to CAMHS managers by supporting the Business Coordinators in their role and minute taking Senior Manager meetings.

Interpret and advise on data and implement relevant procedures. Collect performance data and produce monthly reports as required and directed by the Business Coordinators and Senior Manager.

You will have excellent skills in data collection and manipulation as well as preparing and presenting reports to a wide range of audiences.

You will need to be highly organised in order to support colleagues with their diaries and respond to a high volume of telephone and email enquiries from across CAMHS and the community.

You will often need to respond to data requests at short notice, as well as coordinate and minute complex meetings.

Working for our organisation

Are you interested in being part of a team that provides vital administrative support and data analysis for a Child and Adolescent Mental Health Service?

The post holder will be highly motivated and will be joining a well established experienced team in CAMHS. This is an office based job.

The post holder will directly report to the CAMHS Business Coordinator, work closely with the CAMHS Quality Facilitator and will work within the CAMHS leadership team. This team includes the Head of Operations and Senior Managers. 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 Microsoft Office systems including Word and Excel. 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 stresses where appropriate.

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:

1. Medical Staff
2. Multidisciplinary Teams (Community or Inpatient)
3. Services Users and Carers
4. Health and Social Care teams
5. Third sector/voluntary agencies
6. Community groups and local authority provision
7. 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.

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:

• 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.

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

May need to arrange rotas/staff cover.

Person specification

Qualifications/Experience

Essential criteria

• NVQ3/QCF in administration or equivalent level of knowledge and experience
• Knowledge of the full range of routine and non-routine admin and secretarial procedures
• Excellent computer & IT skills
• Relevant experience in data analysis and report writing
• Ability to prioritise and work to conflicting demands
• Experience of working in a team

Desirable criteria

• Administration experience in a health/social care setting
• Advance typing skills
• Note taking
• Good communication skills

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.

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.

Documents to download

• Job Description and Person Specification (PDF, 271.6KB)
• Inclusive Top 50 UK Employers List (PDF, 78.9KB)
• Financial Support & Discounts (PDF, 919.6KB)
• Value of the NHS Pension Scheme (PDF, 279.0KB)