Job summary
CAMHS welcomes applications for the role of Band 5 Business Co-ordinator.
We are looking for an experienced Senior Administrator to provide highly efficient and accurate business support for the CAMHS Senior Leadership Team on a day to day basis, which will include organising strategic and locality meetings as well as administering them.
We are a small and friendly team, based in the heart of the community in Barton Hill Settlement. The services support Bristol, North Somerset and South Gloucestershire CAMHS. You will directly report to the Business Coordinator and be working within the CAMHS leadership team. This team includes the Head of CAMHS, the Clinical Lead and senior managers. You will be integral to the wider CAMHS leadership team and regularly link into the Trust, especially the data analyst team.
Provide effective line management and support to administrative staff.
The role is fast paced and varied, requiring excellent communication, organisational and negotiation skills. The role will also interact with colleagues from all departments and levels within AWP as well as with external organisations .
You will have experience of working at a Senior level within an organisation, be able to prioritise, plan, and monitor your own workload whilst being flexible in your approach.
Early applications are encouraged as we may close the advert before the stated deadline
Main duties of the job
Provide full business co-ordination and administrative provision including complex diary management to the Operations Manager and Clinical Lead on a day to day basis.
Independently manage own workload, adapting work priorities to meet deadlines.
Arrangement of meetings, minute taking and distribution as required.
Be the first point of contact for liaison/communication on behalf of the Senior Leadership Team with a wide range of stakeholders including Service Users and Carers, Multi-disciplinary Teams, Health and Social Care and other Statutory Agencies.
Ensure Information governance compliance and confidentiality is maintained at all times.
Undertake defined project work as required.
Having an overview of effective information systems for the Locality by working closely with colleagues and corporate teams and supporting performance compliance/service improvement.
Support the development and implementation of administrative functions and admin processes within the Locality.
Support effective internal and external communication systems within the Locality including to external stakeholders as required.
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
Supporting Operation Managers in compiling and delivering Business Plans including liaison with a wide range of stakeholders, both internal to the organisation and external, including: Multidisciplinary Teams (Community or Inpatient) Services Users and Carers Health and Social Care teams i.e. GPs and community health Senior Management Other statutory agencies e.g. Police, Ministry of Justice, safeguarding etc.
Participating in and organising strategic, service and Trust/ Divisional/ Departmental meetings, including associated resources.
Developing and implementing administration procedures and protocols, which deliver quality and efficiency to meet the needs of service users and the service.
Providing and discussing confidential sensitive, contentious, or complex information with admin and clinical staff at all levels of the organisation, service users and others. This may include investigating and resolving relatively complex (non-clinical) staff problems within the admin team and supporting clinicians to resolve service problems.
Ensuring that admin staff manage a range of routine projects/tasks and intervene to resolve problems as they arise, to achieve expected outcomes.
Ensuring that admin staff plan activities or programmes e.g. meetings, events, conferences, etc., taking particular responsibility for more complex arrangements, of a sensitive or difficult nature.
Participating in the planning of on-call rotas as required.
Making presentations to colleagues and support managers to develop and deliver presentational materials when required.
Ensuring systems are in place to gather, analyse and report business performance and quality information, working closely with local managers and corporate teams.
Authorised signatory in line with delegated authority, including responsibility for the admin budget and liaising with management accountant.
Developing administrative information systems where required with the active support of the Divisional Business Manager and Corporate Information Leads.
Using IT packages, including Word, Excel, Outlook, Power Point, and Publisher to create reports, documents etc and ensuring consistent best practice use of such systems across admin functions.
Providing line management to designated group of administrative staff including: Participating in appointment panels, which may include being the Chair of panels. Inducting and training staff in locally used admin processes E-rostering Sickness management in line with Trust procedures, including referrals to Occupational Health Appraisal and training delivery and coordination Completing grievance and disciplinary processes in line with Trust policy (which excludes the issue of final warnings and dismissals etc). Recommending changes to the admin establishment where appropriate to the Business Manager.
Supporting research and development (R&D) work undertaken with in Division as required and carry out enquiries in relation to own work.
Undertake project work and any supporting reviews/evaluations
Take and distribute formal minutes, as necessary.
Undertaking audits of administrative procedures/protocols to gain assurance about delivery and best practice.
You may be required to, organise, and facilitate site/office moves both clinical and non-clinical, while liaising with Estates and Health & Safety departments.
Job description
Job responsibilities
Supporting Operation Managers in compiling and delivering Business Plans including liaison with a wide range of stakeholders, both internal to the organisation and external, including: Multidisciplinary Teams (Community or Inpatient) Services Users and Carers Health and Social Care teams i.e. GPs and community health Senior Management Other statutory agencies e.g. Police, Ministry of Justice, safeguarding etc.
Participating in and organising strategic, service and Trust/ Divisional/ Departmental meetings, including associated resources.
Developing and implementing administration procedures and protocols, which deliver quality and efficiency to meet the needs of service users and the service.
Providing and discussing confidential sensitive, contentious, or complex information with admin and clinical staff at all levels of the organisation, service users and others. This may include investigating and resolving relatively complex (non-clinical) staff problems within the admin team and supporting clinicians to resolve service problems.
Ensuring that admin staff manage a range of routine projects/tasks and intervene to resolve problems as they arise, to achieve expected outcomes.
Ensuring that admin staff plan activities or programmes e.g. meetings, events, conferences, etc., taking particular responsibility for more complex arrangements, of a sensitive or difficult nature.
Participating in the planning of on-call rotas as required.
Making presentations to colleagues and support managers to develop and deliver presentational materials when required.
Ensuring systems are in place to gather, analyse and report business performance and quality information, working closely with local managers and corporate teams.
Authorised signatory in line with delegated authority, including responsibility for the admin budget and liaising with management accountant.
Developing administrative information systems where required with the active support of the Divisional Business Manager and Corporate Information Leads.
Using IT packages, including Word, Excel, Outlook, Power Point, and Publisher to create reports, documents etc and ensuring consistent best practice use of such systems across admin functions.
Providing line management to designated group of administrative staff including: Participating in appointment panels, which may include being the Chair of panels. Inducting and training staff in locally used admin processes E-rostering Sickness management in line with Trust procedures, including referrals to Occupational Health Appraisal and training delivery and coordination Completing grievance and disciplinary processes in line with Trust policy (which excludes the issue of final warnings and dismissals etc). Recommending changes to the admin establishment where appropriate to the Business Manager.
Supporting research and development (R&D) work undertaken with in Division as required and carry out enquiries in relation to own work.
Undertake project work and any supporting reviews/evaluations
Take and distribute formal minutes, as necessary.
Undertaking audits of administrative procedures/protocols to gain assurance about delivery and best practice.
You may be required to, organise, and facilitate site/office moves both clinical and non-clinical, while liaising with Estates and Health & Safety departments.
Person Specification
Essential
Essential
- Business Administration qualification to degree level or equivalent qualifications e.g NVQ Level 4 or equivalent competencies acquired through experience
- Advanced level of IT skills to include use of Microsoft, Outlook, PowerPoint, Excel and Word.
- Experience of providing excellent administrative support to Director/s or a Senior Manager/s in a large Organisation.
- Experience in business support with complex diary management
- Able to plan and prioritise own workload.
- Ability to work to tight deadlines and remain calm under pressure.
- Understanding the importance of confidentiality and staff supervision/appraisal.
- Effective communication skills.
- Keyboard skills to produce reports, spreadsheets, minutes, presentations and correspondence.
Desirable
- Knowledge of NHS, policies and procedures.
- Touch typing with high levels of typing speed.
- Ability to demonstrate behaviours consistent with the Trust's values.
Person Specification
Essential
Essential
- Business Administration qualification to degree level or equivalent qualifications e.g NVQ Level 4 or equivalent competencies acquired through experience
- Advanced level of IT skills to include use of Microsoft, Outlook, PowerPoint, Excel and Word.
- Experience of providing excellent administrative support to Director/s or a Senior Manager/s in a large Organisation.
- Experience in business support with complex diary management
- Able to plan and prioritise own workload.
- Ability to work to tight deadlines and remain calm under pressure.
- Understanding the importance of confidentiality and staff supervision/appraisal.
- Effective communication skills.
- Keyboard skills to produce reports, spreadsheets, minutes, presentations and correspondence.
Desirable
- Knowledge of NHS, policies and procedures.
- Touch typing with high levels of typing speed.
- Ability to demonstrate behaviours consistent with the Trust's values.
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
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