Band 3 Physical Health Administrator - South Glos

at  Avon and Wiltshire Mental Health Partnership NHS Trust

The South Glos Physical Health Team are looking for a dynamic and well organised band 3 administrator to join their team. You will need to be highly organised, have an ability to prioritise and complete a variety of tasks and to work to strict deadlines. You will also need to have good IT skills as there is a requirement to respond to day to day requests at short notice, as well as a keen eye for detail.
This role is 15 hours per week, days to be discussed at interview.
This role requires excellent communication skills as the post-holder will be required to liaise with a wide range of stakeholders, exchange information internally and externally, and produce patient reports/correspondence/emails when required. Good organisational skills are key to success in this role as the post-holder will be in charge of their own workload ensuring that all weekly, monthly, quarterly and annual tasks are completed.
This role offers the post-holder a flexible and varied role that is constantly adapting to regular changes in workload in order to support the Physical Health Workers.
If you are a compassionate and emphatic individual with excellent IT, communication, administration and secretarial skills, we would love to hear from you.

Liaising with out of area GPs and inpatient units for up to date information and physical health results.
Ordering of stock, printing labels, sending out appointment letters, completion of audits.
Use of hospital systems - ICE, RIO and Connecting Care.
Meeting administration and attendance, including Clinic Room meeting.
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.

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/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 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.
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