Job summary
Join an award-winning mental health service and be part of transforming urgent care!
The Mental Health Integrated Access Partnership (IAP) is looking for an enthusiastic and motivated administrator to join our pioneering team, providing urgent and emergency mental health care across Bristol and South Gloucestershire.
As a Band 3 Clinical Services Administrator, you will be at the heart of our service - providing comprehensive administrative support to our multidisciplinary team. No two days will be the same in this varied and fast-paced role where you can really make a difference to people during mental health crisis.
We are proud to offer:
- The chance to build your skills and experience in mental health administration
- Full induction and training package
- Supervision and support from experienced administrators
- Flexible working options
- Opportunities to get involved in new projects and developments
You will need excellent organisation and communication skills, the ability to juggle multiple tasks, and a proactive approach to developing your knowledge. Some experience in healthcare administration would be advantageous.
In return, we offer competitive pay, training and development, NHS pension scheme and other benefits. Our dedicated staff wellbeing service provides confidential counselling, coaching and much more.
Help us transform mental health crisis care - check out our promotional video below and apply now!
https://www.youtube.com/watch?v=EUaAYFloE2o&feature=youtu.be
Main duties of the job
The BNSSG Integrated Access Partnership (IAP) which incorporates; a Emergency Services Mental Health Triage service (EST), a NHS 111 Mental Health Clinical Assessment Service (111 MH CAS), a Mental Health Ambulance and a Mental Health Urgent Assessment Centre (UAC) - is receiving national and parliamentary recognition for its innovative approach in responding to mental health emergencies. The service has recently been nominated for a national award and has been presented as a model of good practice by NHS England.
We are looking for a administrator, who is hard working, flexible and passionate to deliver a high standard of care.
Great communication skills are needed in order to support the IAP team in administrative tasks which will include; answering of phones, scanning and uploading documents, minute taking for team meetings, updating spreadsheets and other records, ordering of supplies and having a good overview of what equipment or resources the team requires, being proactive and helpful to others.
The post holder will be key in taking formal minutes and keeping appropriate records on the most up to date templates and will have good computer skills and excel knowledge to assist them.
The successful applicant will be fully supported by the team manager and management team, as well as wider multidisciplinary team.
About us
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.
Job description
Job 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 to the service, being the first point of contact for enquiries including telephone calls, family 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, 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 etc.
Work within a multi-disciplinary environment ensuring that communication with appropriate team members is effective.
Facilitating Team meetings.
To receive and open mail (paper and electronic as necessary) and distribute/despatch accordingly ensuring appropriate action is taken with high priority items.
To deal with deliveries to the ward, internal and external mail including the mail of service users.
To manage both telephone and face to face contacts with distressed service users in a supportive and empathetic manner.
Working within an inpatient environment could mean regular exposure to distressed patients and escalating behaviours.
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. Escalating issues to the Lead 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 patient transport bookings.
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.
The processing of patient monies in a safe and secure manner including spending money and ward petty cash.
Supporting the induction of new staff members as required.
Produce confidential correspondence and reports on a frequent basis.
Supporting the Team Manager with the Administration of meeting, RCAs, 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.
Job description
Job 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 to the service, being the first point of contact for enquiries including telephone calls, family 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, 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 etc.
Work within a multi-disciplinary environment ensuring that communication with appropriate team members is effective.
Facilitating Team meetings.
To receive and open mail (paper and electronic as necessary) and distribute/despatch accordingly ensuring appropriate action is taken with high priority items.
To deal with deliveries to the ward, internal and external mail including the mail of service users.
To manage both telephone and face to face contacts with distressed service users in a supportive and empathetic manner.
Working within an inpatient environment could mean regular exposure to distressed patients and escalating behaviours.
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. Escalating issues to the Lead 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 patient transport bookings.
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.
The processing of patient monies in a safe and secure manner including spending money and ward petty cash.
Supporting the induction of new staff members as required.
Produce confidential correspondence and reports on a frequent basis.
Supporting the Team Manager with the Administration of meeting, RCAs, 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.
Person Specification
Essential
Essential
- Previous admin experience
- Good knowledge of the role
- Good knowledge and experience with computer work including Microsoft word and excel
Desirable
- Previous NHS based admin experience
- NVQ or similar administrative qualification
- At least 2 years experience in an administrative role
Person Specification
Essential
Essential
- Previous admin experience
- Good knowledge of the role
- Good knowledge and experience with computer work including Microsoft word and excel
Desirable
- Previous NHS based admin experience
- NVQ or similar administrative qualification
- At least 2 years experience in an administrative role
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
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