Band 3 Administrator - Southmead Hospital, Bristol

at  Avon and Wiltshire Mental Health Partnership NHS Trust

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, who have English as a second language.
We are looking for experienced, enthusiastic and motivated individual to join our team as an administrator.
Our service supports Deaf and Deafblind people whose English is a second language so having both experience and a passion for working in this field are essential. People with lived experience of being Deaf with mental health support needs are particularly invited to apply. In return we can offer the opportunity to be part of a dynamic and effective team and opportunities to access specialist training, supervision and support.
The team is based from Gloucester House, Southmead Hospital but support is covered across Bristol, North Somerset, South Gloucestershire and BaNES. The role will involve remote working but occasionally attend face to face meetings.
For further information email: Janet.McHale@nhs.net
The successful candidate will provide administrative support to the team; the role requires someone who has great attention to detail and great organisational skills for lone and remote working; including working with Deaf colleagues. It is essential that the post holder has BSL level 6 or equivalent, and ideally is a native BSL user
Unfortunately, we are unable to accept applications from our current service users.
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.
Job Purpose
To provide comprehensive administration and secretarial support to multidisciplinary teams, wards or departments including named medical staff, junior medical staff and the system-wide multi-disciplinary team. This will include being the first point of contact for that team, ward or department and could involve duties such as meeting and greeting visitors, 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.
There may be a requirement to provide supervision to support administrators or apprentice posts.
The post holder will be key in maintaining diaries and arranging meetings, taking formal minutes and keeping appropriate records on the most up to date templates. Their work is managed rather than supervised and they are accountable for their own actions – manager is available for reference but generally, they will manager their own workload.
Description of the duties
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.
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. The provision of and updating of patient notes, collation of information for transfer of care etc. This may include sensitive information.
Work within a multi-disciplinary environment ensuring that communication with appropriate team members is effective. Facilitating the administration processes for Team meetings etc.
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 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, negotiating diary conflicts and competing priorities as appropriate. Including the scheduling of
Consultant Clinic Appointments
Tribunals
Room Bookings
Other bookings as required
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.
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.
Other tasks which are commensurate with the broad purpose and banding of the post

Please refer the Job description for details