Job summary
The Specialised Deaf Service is a small but highly specialised service supporting deaf and deafblind people with complex mental health needs. The majority of service users use British Sign Language (BSL) or various forms of deafblind communication and have English as a second language.
We are looking for an experienced, enthusiastic, and motivated individual to join our team as an Administrator.
Unfortunately, we are unable to accept applications from our current service users.
Our service supports deaf and deafblind people whose first language is not English, so having both experience and a passion for working in this field is essential. People with lived experience of being deaf and having mental health support needs are particularly encouraged to apply. In return, we offer the opportunity to be part of a dynamic and effective team, along with access to specialist training, supervision, and support.
The team is based at Gloucester House, Southmead Hospital, but provides support across Bristol, North Somerset, South Gloucestershire, and BaNES. The role will involve remote working, with occasional attendance at face-to-face meetings.
Main duties of the job
To support the Specialised Deaf Service team with administrative duties listed in the job description, and occasionally on an ad hoc basis to support our sister service, the Hope Service.
The successful candidate will provide administrative support to the team. The role requires someone with excellent attention to detail and strong organisational skills for lone and remote working, including working with deaf colleagues. It is desirable that the post holder has BSL Level 3 or above and ideally is a native BSL user; otherwise, it is essential that the post holder is committed to undertaking intensive BSL courses.
Please see the attached job description for a full list of duties and responsibilities.
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
- Liaise with a wide range of stakeholders, both internal and external to the organisation, including:medical staff, multidisciplinary teams (community or inpatient), service users and carers, health and social care teams, third-sector and voluntary agencies, community groups and local authority provision, and other statutory agencies such as the Police and Ministry of Justice. Provide secretarial support to named medical staff and the management 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.
- Provide and receive routine and complex information, including dealing with enquiries from external stakeholders and the public. This includes updating patient notes and collating information for transfer of care, which may involve sensitive information.
- Work within a multidisciplinary environment, ensuring effective communication with appropriate team members and facilitating administrative processes for team meetings.
- Receive and open mail (paper and electronic) and distribute or dispatch accordingly, ensuring appropriate action is taken with high-priority items.
- Manage both telephone and face-to-face contacts with distressed service users in a supportive and empathetic manner.
- Exercise judgment when dealing with patient enquiries; analyse and resolve non-clinical patient problems, including conflicting diary appointments, schedules, clinics, meetings, and tribunals. Escalate issues to the Lead Clinical Services Administrator as appropriate.
- Arrange meetings and appointments for team members, negotiating diary conflicts and competing priorities as appropriate. This includes scheduling consultant clinic appointments, tribunals, room bookings, and other bookings as required.
- Type patient reports, correspondence, and emails as required; deal with telephone and face-to-face enquiries from patients; and input accurate and up-to-date patient data onto the RiO system.
- Order stationery and other necessary items for the team via the procurement system. The post holder may also be responsible for petty cash float and handling.
Please see the attached job description for a full list of duties and responsibilities.
Job description
Job responsibilities
- Liaise with a wide range of stakeholders, both internal and external to the organisation, including:medical staff, multidisciplinary teams (community or inpatient), service users and carers, health and social care teams, third-sector and voluntary agencies, community groups and local authority provision, and other statutory agencies such as the Police and Ministry of Justice. Provide secretarial support to named medical staff and the management 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.
- Provide and receive routine and complex information, including dealing with enquiries from external stakeholders and the public. This includes updating patient notes and collating information for transfer of care, which may involve sensitive information.
- Work within a multidisciplinary environment, ensuring effective communication with appropriate team members and facilitating administrative processes for team meetings.
- Receive and open mail (paper and electronic) and distribute or dispatch accordingly, ensuring appropriate action is taken with high-priority items.
- Manage both telephone and face-to-face contacts with distressed service users in a supportive and empathetic manner.
- Exercise judgment when dealing with patient enquiries; analyse and resolve non-clinical patient problems, including conflicting diary appointments, schedules, clinics, meetings, and tribunals. Escalate issues to the Lead Clinical Services Administrator as appropriate.
- Arrange meetings and appointments for team members, negotiating diary conflicts and competing priorities as appropriate. This includes scheduling consultant clinic appointments, tribunals, room bookings, and other bookings as required.
- Type patient reports, correspondence, and emails as required; deal with telephone and face-to-face enquiries from patients; and input accurate and up-to-date patient data onto the RiO system.
- Order stationery and other necessary items for the team via the procurement system. The post holder may also be responsible for petty cash float and handling.
Please see the attached job description for a full list of duties and responsibilities.
Person Specification
Qualitative
Essential
- Experience in administration within a clinical setting
- Experience of working as part of a team supporting deaf people
- Able to organise and maintain a busy office/admin team
Desirable
- Has BSL level 3 or above or a native BSL user
- Have an understanding of working with deaf/deafblind people
- Experience of working with people who have mental health needs
Person Specification
Qualitative
Essential
- Experience in administration within a clinical setting
- Experience of working as part of a team supporting deaf people
- Able to organise and maintain a busy office/admin team
Desirable
- Has BSL level 3 or above or a native BSL user
- Have an understanding of working with deaf/deafblind people
- Experience of working with people who have mental health needs
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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