Band 3 Clinical Services Administrator

Hours: 37.5 hours per week (Monday to Friday 9-5)

Are you interested in being part of a team which provides vital administrative support for women experiencing mental health problems in the Perinatal period? Newly funded opportunities have arisen for Team Administrators to join our amazing Specialist Community Perinatal Mental Health Team based in Callington Road, Bristol.

Main duties of the job

The post holder will be highly motivated, flexible and multi-skilled with excellent organisational skills. They will possess a working knowledge of all Microsoft Office systems including Word and Excel.

The post holder will work alongside 4 other administration staff and a lead administrator. Responsibilities will include taking phone calls, uploading information, liaising with service users, typing letters, taking minutes and other administrative processes. They will need to be able to work within a team effectively and share work streams where appropriate.

Working for our organisation

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. 

Detailed job description and main 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. Health Visitors, Maternity, Social Care etc.

To provide comprehensive administration and secretarial support to the team including named medical staff and the system-wide multi-disciplinary team. This will include being the first point of contact for the team and will involve duties such receiving initial enquiries and directing telephone calls.

There will be an expectation for the post holder to be highly motivated, flexible and multi-skilled with excellent 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 and will be required to take personal details from people and upload onto the electronic patient record system (Rio). The post holder will need 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.

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. 

Person specification

Experience

Essential criteria

• RSA 3 Word Processing (or equivalent level of expertise).
• Knowledge of routine and non-routine administrative procedures acquired through qualification or experience.
• Advanced typing skills.

Desirable criteria

• Administration experience in a health/social care setting.

Skills

Essential criteria

• Plan and prioritise own workload.
• Experience of general office routine and filing systems.
• Plan and prioritise own workload.
• Excellent communication skills, both verbal and written.

Customer care skills

Essential criteria

• Empathy for individuals who have experienced mental health problems and ability to cope with behaviour which may be challenging at times.

We are proud to be fostering a diverse workforce that reflects our communities. A key commitment to this is improving staff representation from Black, Asian and Minority Ethnic communities, those from the LGBTQ+ communities, people with ‘lived-experience’ of mental health conditions and people living with disabilities,– we are a ‘Disability Confident Employer’ offering a guaranteed interview to Disabled applicants who meet the essential criteria.