Job summary
Band 3 Inpatient Psychology Team AdministratorBristol Inpatient Psychology Team.
Requirement to work up to 18.75 hours per week which could be across 2-4 days per week at Larch Therapies Unit, Callington Road Hospital
Are you an experienced, meticulous and motivated administrator looking for a new challenge? Are you approachable, friendly and compassionate with enthusiasm for developing new skills?
A role has become available within the Bristol Inpatient Psychology Team. We are a Team consisting of Practitioner Psychologists, Assistant Psychologists and Lived Experience Practitioners. We provide a specialist psychological service to the nine inpatient mental health wards in Bristol (Callington Road Hospital and Southmead). This includes psychological assessment, formulation and intervention to people on the wards, alongside a training programme and staff support service for our multi-disciplinary colleagues working across the wards.
We are looking for a friendly, flexible and supportive administrator, who is IT skilled and proactive, to drive good administrative processes to support effective Team working.
Previous administrative experience and good working knowledge of all Microsoft Office packages is essential.
You will have empathy and compassion for people who experience mental health issues and a degree of resilience as the team work with individuals who are highly distressed and experiencing severe and enduring mental health difficulties.
Main duties of the job
To support the effective and timely delivery of our business administration.
The post holder will be responsible for managing a busy inbox, prioritising and responding to queries in a timely manner.
Supporting treatment interventions by collating and distributing course materials.
Work within a multi-disciplinary environment ensuring that communication with appropriate team members is effective.
To receive and open mail (paper and electronic as necessary) and distribute/despatch accordingly ensuring appropriate action is taken with high priority items.
Support with processes related to ordering and procurement using NHS systems.
Minute taking, clerical duties and arranging meetings.
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.
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.
Job description
Job responsibilities
To provide administration and secretarial support to the Bristol Inpatient Psychology team based at Larch therapies building, Callington Road Hospital. There will be an expectation for the post holder to be highly motivated, flexible and multi-skilled with very good 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 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.
There may be a requirement to provide supervision to support administrators or apprentice posts.
The post holder will be required to arrange meetings, take formal minutes and keep appropriate records on the most up to date templates. They will also support with administration duties related to staff support debriefs and the inpatient psychology training programme. Their work is managed rather than supervised and they are accountable for their own actions manager is available for reference but generally, they will manage their own workload.
Description of the duties
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
Providing Secretarial support to named 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.
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. Facilitating the administration processes for Team meetings etc.
Arrange meetings and appointments for members of the team, negotiating diary conflicts and competing priorities as appropriate. Including the scheduling of the following below using Microsoft IT packages and AWP in house systems including Windows 11 and Microsoft 365.
Emails MS Outlook
Diary Management MS Outlook
Excel
Microsoft Word
PowerPoint
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.
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.
Other tasks, which are commensurate with the broad purpose and banding of the post.
Job description
Job responsibilities
To provide administration and secretarial support to the Bristol Inpatient Psychology team based at Larch therapies building, Callington Road Hospital. There will be an expectation for the post holder to be highly motivated, flexible and multi-skilled with very good 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 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.
There may be a requirement to provide supervision to support administrators or apprentice posts.
The post holder will be required to arrange meetings, take formal minutes and keep appropriate records on the most up to date templates. They will also support with administration duties related to staff support debriefs and the inpatient psychology training programme. Their work is managed rather than supervised and they are accountable for their own actions manager is available for reference but generally, they will manage their own workload.
Description of the duties
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
Providing Secretarial support to named 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.
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. Facilitating the administration processes for Team meetings etc.
Arrange meetings and appointments for members of the team, negotiating diary conflicts and competing priorities as appropriate. Including the scheduling of the following below using Microsoft IT packages and AWP in house systems including Windows 11 and Microsoft 365.
Emails MS Outlook
Diary Management MS Outlook
Excel
Microsoft Word
PowerPoint
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.
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.
Other tasks, which are commensurate with the broad purpose and banding of the post.
Person Specification
Essential and Desirable
Essential
- Previous experience and proficiency in IT skills (including Word, Excel and MS office packages)
- NVQ Level 3 in Business and Administration or equivalent
- Excellent communication skills, both verbal and written
- Experience of working as part of a Team
- Experience of taking minutes of meetings
Desirable
- Experience of working in a Health or Social Care setting as an Administrator
- Demonstrates clear understanding of the principles of confidentiality
Person Specification
Essential and Desirable
Essential
- Previous experience and proficiency in IT skills (including Word, Excel and MS office packages)
- NVQ Level 3 in Business and Administration or equivalent
- Excellent communication skills, both verbal and written
- Experience of working as part of a Team
- Experience of taking minutes of meetings
Desirable
- Experience of working in a Health or Social Care setting as an Administrator
- Demonstrates clear understanding of the principles of confidentiality
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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