Mental Health Services Administrator

Avon And Wiltshire Mental Health Partnership Nhs Trust; Bath; On-site; GBP 24,000 - 30,000; Full time

Job summary

A prominent healthcare organization in Bath is seeking an experienced administrator to provide comprehensive administrative and secretarial support to multidisciplinary teams. The ideal candidate will have excellent organizational, communication, and resilience skills, along with experience using the IAPTus system. Responsibilities include managing diaries, scheduling appointments, and handling sensitive client information. This is a full-time role from Monday to Friday, 9 AM to 5 PM, offering a chance to work in a motivated and friendly environment.

Qualifications

• Experience in a similar administrative role within a healthcare setting.
• Ability to maintain sensitive client information accurately.
• Strong verbal and written communication skills.

Responsibilities

• Provide comprehensive administrative support to multidisciplinary teams.
• Manage diaries, arrange meetings, and keep accurate records.
• Serve as the first point of contact for clients inquiring about services.

Skills

Excellent communication skills

Organizational skills

Time management

Attention to detail

Resilience

Team player

Tools

Microsoft Office (Word, Excel)

IAPTus system

Job description

Job Overview

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 and could involve duties such as meeting and greeting visitors, receiving initial enquiries and directing telephone calls. 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 – the manager is available for reference but generally they will manage their own workload. Please see attached Job Description file for a full list of duties and responsibilities.

Stakeholders

• Medical Staff


• Multidisciplinary Teams (Community or Inpatient)


• Service 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.

Key Responsibilities

Providing secretarial support to named medical staff/management team. Utilise written and verbal communication skills to connect with a wide range of people, including outside agencies, requiring tact and persuasive skills where there may be barriers to understanding or agreement. The arranging and negotiation of various meetings including those with other agency involvement. Negotiating diary conflicts and competing priorities as appropriate. 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. The provision of and updating of patient notes, collation of information for transfer of care. Work within a multi-disciplinary environment ensuring that communication with appropriate team members is effective. Facilitating the administration processes for the Team meeting. 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 enquiries, analyse and resolve non-clinical patient problems including resolving conflicting diary appointments or schedules, clinics, meetings, tribunals. Escalating issues to the Lead Clinical Services Administrator as appropriate. Arrange meetings and appointments for members of the team including the scheduling of: Consultant Clinic Appointments, Tribunals, Room Bookings, Other bookings as required. Arranging and rearranging as appropriate clinics, appointments. 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.

The post holder will order stationery and other necessary items for the team via the procurement system. May be responsible for petty cash float/handling. Supporting the induction of new staff members as required. Produce confidential correspondence and reports on a frequent basis. Supporting the Team/Service Manager with the Administration of meeting, RCA's, investigations, etc. Maintain efficient and effective electronic filing system, Internet, Intranet, patient records to access and extract information as needed. Take and distribute formal minutes as necessary. Clerical duties including photocopying and scanning. Undertake surveys or audits as necessary to own work. May be asked to contribute to audit and research projects within the service to inform service development and standards. Provide cover for colleagues when and where necessary. 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.

Qualifications and Experience

We are looking for an experienced administrator who is enthusiastic and calm, to become part of B&NES Talking Therapies. We are a motivated and friendly team and we are looking for someone who enjoys keeping busy, and who would like to join our dynamic team, working Monday to Friday, 9 to 5 and based at Bath NHS House, Bath. As well as being an excellent team player with the ability to prioritise, you should have a good understanding of information governance. Strong personal resilience is essential. Experience of working within Talking Therapies using the IAPTus system would be an advantage. This role involves administration duties as well as telephone based work and therefore the post holder needs to have excellent telephone skills. You will be the first point of contact for clients who self refer into the service, which is done mainly by telephone. The role requires an eye for detail and high level of accuracy across all elements of administration and data, including the maintenance of sensitive client details on the electronic patient management system – IAPTUS. You will also be collating appointment letters and ensuring that they are sent out in a timely fashion.

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.

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.