Job summary
An exciting opportunity has arisen for a Band 3 Clinical Service Administrator to join our friendly team.
Ashdown Ward is a 6-bedded male Psychiatric Intensive Care Unit (PICU) that supports individuals experiencing severe functional mental illness. We care for men aged 18-65 and are located in the same building as our mixed-gender adult ward, Beechlydene.
We are seeking someone who is highly motivated and possesses excellent administrative skills. This varied and rewarding role provides essential administrative support to the Multidisciplinary Team and the Ward Manager. You will need to demonstrate good initiative and judgement, as the role requires the ability to work independently as well as collaboratively within the wider team.
The unit can be busy and challenging at times, so resilience and the ability to work well under pressure are important. Full support is provided through peer support, regular formal supervision, and access to the Employee Assistance Programme.
Empathy and compassion for individuals experiencing mental health difficulties are essential, as Service User care is at the heart of everything we do.
This role is based on Ashdown Ward at Fountain Way in Salisbury.
The working pattern is 37.5 hours per week, Monday to Friday, 9:00am to 5:00pm.
Please note that we are unable to offer sponsorship for this post.
Previous applicants need not apply.
Main duties of the job
You will provide comprehensive administrative support to the Ward Manager and the wider Multidisciplinary Team, and therefore should have previous clerical and administrative experience.
A good working knowledge of Microsoft Office applications is essential, and you should be willing to undertake training to use additional software packages, including our eRostering system and our electronic patient record system (RiO).
The role involves handling telephone enquiries and liaising with clinical teams, third-sector healthcare providers, and external agencies.
You will be responsible for ordering supplies and stationery for the unit, using NHS Supplies and AWP's non-stock ordering system.
You will also be required to type letters, produce documents, reports and agendas, and take minutes at a range of meetings, including the daily ward morning meeting. Note-taking training is provided by AWP.
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 and Inpatient)
Service Users and Carers
Health and Social Care teams
Thirdsector and voluntary agencies
Community groups and local authority services
Other statutory agencies (e.g., Police, Ministry of Justice)
Provide secretarial support to named medical staff and the management team
Use effective written and verbal communication skills to engage with a wide range of individuals, including external 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 regarding appointments, admissions, meetings and other relevant matters.
Provide and receive routine and complex information, including responding to enquiries from external stakeholders and the public. This includes updating patient notes and collating information for transfers of care, which may involve handling sensitive information.
Work effectively within a multidisciplinary environment, ensuring clear communication with appropriate team members and supporting the administrative processes for team meetings.
Receive and open mail (paper and electronic) and distribute or dispatch it appropriately, ensuring that highpriority items are actioned promptly.
Manage both telephone and facetoface contacts with distressed service users in a supportive and empathetic manner.
Exercise sound judgement when dealing with patient enquiries, analysing and resolving nonclinical issues such as conflicting diary appointments, clinic schedules, meetings and tribunals. Escalate concerns to the Lead Clinical Services Administrator where appropriate.
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 and Inpatient)
Service Users and Carers
Health and Social Care teams
Thirdsector and voluntary agencies
Community groups and local authority services
Other statutory agencies (e.g., Police, Ministry of Justice)
Provide secretarial support to named medical staff and the management team
Use effective written and verbal communication skills to engage with a wide range of individuals, including external 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 regarding appointments, admissions, meetings and other relevant matters.
Provide and receive routine and complex information, including responding to enquiries from external stakeholders and the public. This includes updating patient notes and collating information for transfers of care, which may involve handling sensitive information.
Work effectively within a multidisciplinary environment, ensuring clear communication with appropriate team members and supporting the administrative processes for team meetings.
Receive and open mail (paper and electronic) and distribute or dispatch it appropriately, ensuring that highpriority items are actioned promptly.
Manage both telephone and facetoface contacts with distressed service users in a supportive and empathetic manner.
Exercise sound judgement when dealing with patient enquiries, analysing and resolving nonclinical issues such as conflicting diary appointments, clinic schedules, meetings and tribunals. Escalate concerns to the Lead Clinical Services Administrator where appropriate.
Please see the attached Job Description for a full list of duties and responsibilities.
Person Specification
Essential
Essential
- Excellent IT skills utilising various systems
- Fast and accurate keyboard skills
- Minute taking
- Experience of organising and maintaining a busy office
- Experience of administrative systems and office procedures
- Demonstrates good time keeping and management of own diary
- Shows understanding of mental health
- Demonstrates clear understanding of principles of confidentiality
- Demonstrates resilience and ability to manage change
Desirable
- Previous admin experience working in NHS
- Experience of working in mental health services
- Shows understanding of mental health
Person Specification
Essential
Essential
- Excellent IT skills utilising various systems
- Fast and accurate keyboard skills
- Minute taking
- Experience of organising and maintaining a busy office
- Experience of administrative systems and office procedures
- Demonstrates good time keeping and management of own diary
- Shows understanding of mental health
- Demonstrates clear understanding of principles of confidentiality
- Demonstrates resilience and ability to manage change
Desirable
- Previous admin experience working in NHS
- Experience of working in mental health services
- Shows understanding of 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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