Job summary
**** Please note that, unfortunately, we cannot provide sponsorship for this role ****
Job Purpose:
This is a full-time post, 9:00 to 17:00, Monday to Friday providing administrative support to the CAMHS Getting Advice, our evolving 'Front door' team, receiving and processing referrals into the service and supporting the clinical team in their work with young people.
We are seeking to recruit a highly motivated, reliable and experienced Band 3 Administrator to join our growing, dynamic and friendly team.
As one of the administrators in a busy team, you will need to have excellent communication skills and a wide range of administrative skills.
The role will involve routine and non-routine tasks, including telephone call handling, communication with a wide range of people, including services users, carers, GPs and other clinical staff; typing patient related correspondence/emails; booking and re-arranging appointments; inputting accurate and up to date patient data on electronic patient system; arranging, attending and taking minutes of meetings, creating and sending client letters on behalf of clinicians.
There are a wide range of electronic systems used with AWP so an aptitude for processes would an advantage.
The post holder will be able to work to high standards and to provide cover for colleagues when and where necessary.
They will need to be ableto work within a team collaboratively and effectively and share work streams where appropriate.
Main duties of the job
Working under the supervision of the lead administrator, the successful candidate will join the existing admin team which consists of 1 x Band 4 lead administrator and 3 x Band 3 administrators.
The successful candidate will be able to work in a dynamic environment and will have good communication skills and able to use MS office packages with ease.
A calm, approachable manner is expected as many service users contact the office, some of these calls can be challenging due to ongoing mental health issues.
The successful candidate will be managing clinician's diaries, booking appointments and answering phones.
The post holder will process all the referrals into the CAMHS service, be a point of contact for enquiries from Service users and their families, health professionals, education, social care and police.
The successful candidate will have the ability to work as part of the team in order to deliver high quality customer service, display excellent communication skills, and an understanding of delivering healthcare services.
They will need to demonstrate commitment to care quality and performance delivery.
They have to be a flexible team player with the ability to problem solve and work independently.
About us
We are AWP (Avon and Wiltshire Mental Health Partnership NHS Foundation 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 some parts of Dorset.
Our outstanding people promote mental health and well-being. 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 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
Generic 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.
Provide and receive routine and complicated information; this may include sensitive information.
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/dispatch/process accordingly ensuring appropriate action is taken with high priority items.
Providing Secretarial support to named Medical Staff/management team.
The arranging and negotiation of various meetings including those with other agency involvement
Negotiating diary conflicts and competing priorities as appropriate.
The provision of and updating of patient notes, collation of information for transfer of care etc.
Input accurate and up to date patient data onto the IAPTUS system.
Maintain efficient and effective electronic filing system/, Internet, Intranet, patient records access and extract information as needed.
Exercise judgement when dealing with patient enquiries, 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, and re-arrange if needed, meetings and appointments for members of the team including the scheduling of:
- Consultant Clinic Appointments
- Room Bookings
- Other bookings as required
Supporting the induction of new staff members as required.
Produce confidential correspondence and reports on a frequent basis.
Clerical duties including photocopying and scanning.
Provide cover for colleagues when and where necessary.
Plans own workload to ensure that daily, weekly, monthly, quarterly and annual tasks are met.
Prioritise workload with particular consideration to issues arising and responding to shifting priorities appropriately.
Process referrals received and outcomes timely and accurately.
Process emails received for other tasks (including EHCP emails) timely and accurately.
Covering the Reception in case of colleagues absences can be required.
Job description
Job responsibilities
Generic 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.
Provide and receive routine and complicated information; this may include sensitive information.
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/dispatch/process accordingly ensuring appropriate action is taken with high priority items.
Providing Secretarial support to named Medical Staff/management team.
The arranging and negotiation of various meetings including those with other agency involvement
Negotiating diary conflicts and competing priorities as appropriate.
The provision of and updating of patient notes, collation of information for transfer of care etc.
Input accurate and up to date patient data onto the IAPTUS system.
Maintain efficient and effective electronic filing system/, Internet, Intranet, patient records access and extract information as needed.
Exercise judgement when dealing with patient enquiries, 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, and re-arrange if needed, meetings and appointments for members of the team including the scheduling of:
- Consultant Clinic Appointments
- Room Bookings
- Other bookings as required
Supporting the induction of new staff members as required.
Produce confidential correspondence and reports on a frequent basis.
Clerical duties including photocopying and scanning.
Provide cover for colleagues when and where necessary.
Plans own workload to ensure that daily, weekly, monthly, quarterly and annual tasks are met.
Prioritise workload with particular consideration to issues arising and responding to shifting priorities appropriately.
Process referrals received and outcomes timely and accurately.
Process emails received for other tasks (including EHCP emails) timely and accurately.
Covering the Reception in case of colleagues absences can be required.
Person Specification
Qualifications
Essential
- Sound qualifications in English Language and Maths
Desirable
- ECDL/Diploma in Admin/NVQ qualifications (or equivalent) advantageous
Experience
Essential
- Knowledge of routine and non-routine administrative procedures acquired through qualification or experience
- Experience working within a team
- Experience using Microsoft Office Packages e.g. Word, Excel, Outlook, etc
Desirable
- Administration experience in a health/social care setting
Skills
Essential
- Excellent communication skills, both verbal and written
- Ability to work under pressure
- A good understanding of confidentiality and data protection
- Flexibility
Desirable
Person Specification
Qualifications
Essential
- Sound qualifications in English Language and Maths
Desirable
- ECDL/Diploma in Admin/NVQ qualifications (or equivalent) advantageous
Experience
Essential
- Knowledge of routine and non-routine administrative procedures acquired through qualification or experience
- Experience working within a team
- Experience using Microsoft Office Packages e.g. Word, Excel, Outlook, etc
Desirable
- Administration experience in a health/social care setting
Skills
Essential
- Excellent communication skills, both verbal and written
- Ability to work under pressure
- A good understanding of confidentiality and data protection
- Flexibility
Desirable
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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