Band 3 - Administrator, Bridewell Police Station, Bristol

at  Avon and Wiltshire Mental Health Partnership NHS Trust

We are looking to recruit one full time administrator into the Specialised PD Probation Service at AWP. Specialised PD, otherwise known as OPD, is a large, community based, multidisciplinary team that has developed innovative approaches to working with high-risk offenders with Personality Disorders. These service users are seen by the National Probation Service in Avon, Gloucestershire and Wiltshire and OPD covers the caseload within these areas.
As a service we cover Probation Offices based in Bristol, Bath, North Somerset, Swindon, Chippenham, Salisbury, Gloucester, and Cheltenham. In addition, we cover 3 Male and 1 Female Approved Premises in Bristol, and 1 Male Approved Premises in Gloucester.
We support a hybrid working model where we encourage staff to work from home 40% of the working week, and in an office space for 60% of their working week. Each staff member has an allocated geographical area with a central office in that area. This post is based centrally across Gloucester, Bristol, and Wiltshire but the majority of the work can be done remotely or from one central office. There will be occasional travel to other areas covered by OPD, or for training, conferences, or external meetings.
To support the clinical delivery of community OPD by completing, supporting, and advising on administrative processes including the processing of service user contact forms, diary management, booking of consultations and clinical meetings, sending of letters to service users, updating spreadsheets and NHS and Probation Service specific patient record systems, minute taking, and attendance to a range of meetings.
The post will include working effectively within the admin team which has central cover of all geographical locations of OPD. All administration roles are supported through line management from the administration or operational lead(s).
OPD is part of 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. AWP provide services from a range of locations to approximately 1.8 million people living in Bath and Northeast Somerset, 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.
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.
Providing secretarial support to named Medical Staff/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.
The arranging and negotiation of various meetings including those with other agency involvement.
Negotiating diary conflicts and competing priorities as appropriate.
Exchange verbal and written information with patients, staff and carers relating to appointments, admissions, and meetings etc.
Provide and receive routine and complicated information, including dealing with enquiries from external stakeholders and the public. This may include sensitive information.
The provision of and updating of service user notes, collation of information for transfer of care etc.
Work within a multi-disciplinary environment ensuring that communication with appropriate team members is effective.
Facilitating the administration processes for the Team meeting.
To receive and open mail (paper and electronic as necessary) and distribute/dispatch accordingly ensuring appropriate action is taken with high priority items.
To manage both telephone and face to face contacts with distressed service users in a supportive and empathetic manner.
Exercise judgement when dealing with patient/service user 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 meetings and appointments for members of the team including the scheduling of Consultant Clinic Appointments, Tribunals, Room Bookings, or other bookings as required.
Arranging and rearranging as appropriate clinics, appointments etc.
Type patient reports/correspondence/e-mails as required, deal with telephone/face to face enquiries from patients. Input accurate and up to date patient data onto the Rio system.
The post holder will order stationery and other necessary items for the team via the procurement. system. May be responsible for petty cash float/handling.
Supporting the induction of new staff members as required.
Produce confidential correspondence and reports on a frequent basis.
Supporting the Team/Service Manager with the Administration of meeting, RCA’s, investigations etc.
Maintain efficient and effective electronic filing system/, Internet, Intranet, patient records to access and extract information as needed.
Take and distribute formal minutes as necessary.
Clerical duties including photocopying and scanning.
Undertake surveys or audits as necessary to own work. May be asked to contribute to audit and research projects within the service to inform service development and standards
Provide cover for colleagues when and where necessary.
Plans own workload to ensure that weekly, monthly, quarterly, and annual tasks are met.
Prioritise workload with particular consideration to issues arising and responding to shifting priorities appropriately.
Assist patients during incidental contact, to provide non-clinical advice or information to patients/relatives or carers

Please refer the Job description for details