Job summary
Do you like to be busy at work, challenged to get things done and able to multitask?
We have just the role for you as an administrator on one of our busy acute wards for mental health.
You will need to be:
Quick thinking and able to prioritise.
Compassionate and empathetic
Willingness to work in front line service communicating with service users, offering brief reassurance and taking messages.
Resilient and able to work under pressure.
Able to pick up new systems and process that might currently be unfamiliar to you.
Able to work well in an ever changing multi-professional team - including nurses, doctors, health care support workers, occupational health practitioners, psychologists, physiotherapists.
Typical tasks for this post would involve:
Logging onto or attending the daily ward meeting . Updating spreadsheets during meetings. Taking actions from meetings. Carrying out actions on behalf of the clinical team. Organising patient transport for discharges and appointments. Taking messages. Scanning & uploading patient notes. Ordering for the ward. Booking meetings. Assisting the team manager with administrative support. Providing admin support for ad hoc projects . Reporting maintenance issues. Answering phone calls. Helping clinicians with small IT issues. Reporting building maintenance issues. Taking notes in meetings. Helping service users with petty cash. Topping up petty cash.
Main duties of the job
Maintaining clinical records for admissions and discharges, minute taking, monitoring service outcome data, supporting staff with service developments.
You will be a key member of the multi-disciplinary team and assist in the promotion of a high quality service. The ability to prioritise your personal workload effectively, act on your own initiative and have a flexible approach to duties is of paramount importance.
Support will be given by the Team and excellent supervision is available.
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 Ward, 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 oragreement.
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 the Ward 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 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 meanregular 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 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 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 cashfloat/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 Ward 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 Ward, 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 oragreement.
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 the Ward 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 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 meanregular 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 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 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 cashfloat/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 Ward 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
- Computer literacy, Word, Excel, Microsoft Outlook and Database systems.
- Knowledge of record keeping and filing
- Experience of similar coordinating/liaison functions/roles in an office environment.
- Organisational skills including time management
- Communication skills
- Able to work as part of a team
Desirable
- Flexible/adaptable to duties
- Work well under pressure
- Recognised secretarial qualification
- Knowledge of NHS mental health information systems
- Interested in adult mental health
Person Specification
Essential
Essential
- Computer literacy, Word, Excel, Microsoft Outlook and Database systems.
- Knowledge of record keeping and filing
- Experience of similar coordinating/liaison functions/roles in an office environment.
- Organisational skills including time management
- Communication skills
- Able to work as part of a team
Desirable
- Flexible/adaptable to duties
- Work well under pressure
- Recognised secretarial qualification
- Knowledge of NHS mental health information systems
- Interested in adult mental health
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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