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Band 3 Clinical Services Administrator - Bristol

Applications are closed

  • Job
    Full-time
    Junior Level
  • Bristol

Requirements

  • - Highly motivated, flexible and multi-skilled with excellent organisational skills
  • - Excellent working knowledge of all Microsoft Office systems including Word and Excel
  • - Ability to work within a team effectively
  • - Good communication skills
  • - Able to use MS Office packages with ease
  • - Calm, approachable manner
  • - Experience managing clinicians' diaries
  • - Ability to book appointments and answer phones
  • - Ability to work in a dynamic environment
  • - Ability to manage own workload
  • - Ability to exercise judgement when dealing with patient enquiries
  • - Capable of handling challenging communication with service users
  • - Skills in typing patient correspondence/e-mails
  • - Ability to input accurate and up to date patient data onto the Rio system
  • - Competency in maintaining efficient and effective electronic filing systems
  • - Capability to take and distribute formal minutes
  • - Skills in clerical duties including photocopying and scanning
  • - Ability to plan own workload and prioritise tasks effectively
  • - Capacity to assist patients during incidental contact, providing non-clinical advice or information

Responsibilities

  • 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.
  • Greeting visitors and being the first point of contact for enquiries including telephone calls, enquiries etc.
  • 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.
  • Exchange verbal and written information with patients, staff and carers relating to appointments, and meetings etc.
  • Provide and receive routine and complicated information, including dealing with enquiries from external stakeholders and the public. The provision of and updating of patient notes. 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 external and internal mail (paper and electronic as necessary) and distribute/despatch accordingly ensuring appropriate action is taken with high priority items.
  • To manage telephone contact 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.
  • Arrange meetings and appointments for members of the team, negotiating diary conflicts and competing priorities as appropriate. Including the scheduling of Clinic Appointments, Bookings, Other bookings as required.
  • Type patient 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 the processing of patient monies in a safe and secure manner including spending money and ward petty cash float/handling.
  • Supporting the induction of new staff members as required.
  • Produce confidential correspondence on a frequent basis.
  • 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.
  • 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.
  • Other tasks which are commensurate with the broad purpose and banding of the post.

FAQs

What is the main purpose of the Band 3 Clinical Services Administrator role?

The main purpose of the role is to provide comprehensive administration and secretarial support to multidisciplinary teams, including managing diaries, booking appointments, and serving as the first point of contact for visitors and inquiries.

What are the key skills required for this position?

Key skills required include excellent organizational abilities, strong communication skills, and a proficient working knowledge of Microsoft Office systems, particularly Word and Excel.

Will I be required to manage clinicians' diaries?

Yes, managing clinicians' diaries is one of the key responsibilities of this role.

Is experience in a healthcare setting necessary?

While specific experience in a healthcare setting is not explicitly stated, familiarity with administrative processes in such environments would be advantageous.

Are there any expectations around working with service users who may have mental health issues?

Yes, the role involves responding to inquiries from service users, some of whom may be experiencing ongoing mental health issues, requiring a calm and approachable demeanor.

What is the structure of the existing admin team?

The existing admin team consists of 2 x Band 3 administrators and 2 x Band 4 lead administrators.

Will training and support be provided for new employees?

Yes, the role includes supporting the induction of new staff members as required.

What type of communication skills are important for this position?

Both written and verbal communication skills are important, as the role involves interacting with a wide range of stakeholders and requires tact and persuasive skills.

Are there opportunities for professional development within the organization?

AWP actively encourages applications from diverse backgrounds and values the unique experiences and perspectives that employees bring, suggesting opportunities for professional growth and development.

Will I have the opportunity to supervise others in this role?

Yes, there may be a requirement to provide supervision to support administrators or apprentice posts.

How does AWP support diversity and inclusion?

AWP actively encourages applicants from all backgrounds and is particularly keen to attract applications from Black, Asian, and minority ethnic backgrounds, those with disabilities, and the LGBTQ+ community.

Is working under supervision required for this role?

The role is managed rather than supervised; the post holder is expected to manage their own workload while the manager is available for reference.

What kind of administrative duties will I perform?

Duties include clerical tasks such as typing correspondence, managing electronic filing systems, taking minutes, photocopying, and scanning.

Avon & Wiltshire Mental Health Partnership NHS Trust provides quality mental health care services across the South West

Science & Healthcare
Industry
1001-5000
Employees
2001
Founded Year

Mission & Purpose

Avon and Wiltshire Mental Health Partnership NHS Trust (AWP) provides specialized mental health services across Avon and Wiltshire. Their ultimate mission is to deliver high-quality, compassionate care that supports mental health and well-being. Their purpose is to offer effective treatment and support for individuals experiencing mental health challenges, working to improve overall mental health outcomes and promote recovery and resilience within the community.

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