Band 3 Clinical Services Administrator - Green Lane, Devizes

at  Avon and Wiltshire Mental Health Partnership NHS Trust

Are you an experienced, highly motivated administrator looking for a new challenge? Are you approachable, friendly and compassionate with enthusiasm for developing new skills? If this describes you then this could be the job opportunity for you.
This varied and interesting role is providing administrative support to the Poppy Unit Ward Manager and Multi-Disciplinary Team. You will demonstrate good initiative and judgement, as you will have to work independently but also as part of the wider ward administrative team. Good communication and organisational skills are vital.
Working on an inpatient unit can be very busy and challenging at times, so you will need to have a degree of resilience and be able to work well under pressure, though full support is given by AWP through peer support, regular formal supervision and access to the Employee Assist Programme.
You will have empathy and compassion for people who experience mental health issues, as Service User care is at the heart of our work.
You will have previous clerical and administrative experience and have a good working knowledge of all Microsoft Office packages.
The role will be based on Poppy Unit, at Green Lane Hospital in Devizes.
Hours of work will be 37.5 hours per week, covering Monday to Friday, from either 8.00am to 4.00pm or 9.00am to 5.00pm.
To provide comprehensive administration support to the Ward Manager and to the wider Multi-Disciplinary team.
You will have a good working knowledge of all Microsoft Office packages and be willing to undertake training in order to use other software packages, including our electronic patient record system (RiO).
You will be the first point of contact for the ward, and duties will include meeting and greeting service users and their families, as well as visitors. Dealing with telephone enquiries and liaising with other clinical teams, third sector health care providers and outside agencies.
You will be responsible for imputing information on to the Health Roster system (Team based rostering) and will assist with requesting and booking of bank and agency staff.
You will be responsible for ordering supplies and stationery items for the ward. This will include using NHS supplies and non-stock ordering.
You will be required to type letters, produce documents, reports and agendas, including taking minutes at a variety of meetings. Note taking training is provided by AWP.
The role is varied and requires the successful candidate to be able to adapt to constant changes in workload.
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. Police, Ministry of Justice etc.
Answering the main phones for the ward and dealing with enquiries.
Taking accurate messages and passing them on in a timely manner.
Uploading and recording information on RiO (Patient Electronic file).
Health roster for clinical staff.
Typing clinical letters and posting them, ensuring a copy is upload to RiO.
Taking minutes of various meetings.
Inputting information on to Health Roster.
Ordering supplies, including non-stock orders.
And any other general administrative task.
Person specification
Education & Qualification

Essential criteria

• NVQ3/QCF in administration or equivalent level of knowledge and experience.

Experience & Knowledge

Essential criteria

• Proficient IT skills including Word, Excel, Internet.
• RSA 3/NVQ3 or equivalent knowledge and experience.
• NVQ level 3 in Business & Administration.
• Excellent communication skills, both verbal and written.
• Knowledge of routine and non-routine administrative procedures.
• Experience of working as part of a team.
• Demonstrates clear understanding of principles of confidentiality.

Desirable criteria

• Administration experience in a health/social care setting.
• Previous experience of working on an inpatient ward.

Skills & Ability

Essential criteria

• Excellent communication skills, both verbal and written.
• Advanced typing skills.
• Ability to work without direct supervision.

Please refer the Job description for details