Band 3 Administrator - OPD Service - Bristol/South West

at  Avon and Wiltshire Mental Health Partnership NHS Trust

We are looking to recruit one administrator to help support our work and become an integrated and valued part of this growing team. This role is a great opportunity to develop administrative skills and contribute to the management of projects while working alongside our existing administrative team. The ideal candidate will be looking to establish or continue a career in administrative and business services. Please note that this role is not clinical but may have some interaction with service users where appropriate.
The successful candidate will have a good working knowledge of Microsoft Office (Excel, Word, and Outlook) as well as the ability to learn internal data systems. Other skills will include taking minutes, organising meetings on behalf of other professionals and accurate record keeping. There will be exposure to difficult, confidential information due to the forensic nature of the service.
Attending meetings - creating agendas and taking minutes
Attending team meetings and development days
Completing admin and uploading this to relevant NHS or NPS systems
We are AWP (Avon and Wiltshire Mental Health Partnership NHS Foundation 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 some parts of Dorset.
Our outstanding people promote mental health and well-being. 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 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/despatch 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