Band 4 Clinical Lead Administrator - Kingswood Civic Centre

at  Avon and Wiltshire Mental Health Partnership NHS Trust

We are looking to appoint a highly motivated, enthusiastic, flexible and resourceful individual with experience and/or an interest in working with service users in a community setting. The South Glos Community Mental Health Team (CMHT) and Specialist Care Home & Enhanced Dementia Service (SCHEDS) is a multi-disciplinary team providing care co-ordination and focused support for older adults with mental health needs.
The post holder will work closely with the other administrators and will report to the Business Coordinator and Team Manager, and also support the Medics, Senior Practitioners and Registered Professionals (Care Coordinators) to ensure the service meets service user outcomes, its key performance indicators and key stakeholder requirements.
The team operates from 0900-1700 Monday to Friday.
Please note - this vacancy is not eligible for a sponsorship.
The successful applicant will have proven supervision and administration skills, a warm, friendly telephone manner, excellent face to face interaction, a good experience of typing and secretarial/administrative duties and enjoy being a team player. Your main responsibility is to provide secretarial support to the consultants, medics and junior medics within the team. Good experience of diary management and booking appointments. Accurate data input, liaising with internal and external clients including GP’s and other professional bodies. Formatting letters and dictations on behalf of the consultants as well as minute taking for daily meetings and weekly MDT’s / business meetings.
The successful candidate will need to be highly organised, motivated and very flexible to last minute changes. Be able to work in a fast paced environment paying close attention to detail.
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.

Excellent communication skills, written and verbal, with a wide range of people, including outside agencies, sometimes 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. This may include sensitive information.
Work within a multi-disciplinary environment ensuring that communication with appropriate team members is effective.
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 inquires, analyse and resolve non-clinical patient problems including resolving conflicting diary appointments or schedules, clinics, meetings, tribunals etc.
Manage the organisation of key meetings including business meetings and conferences, grievance hearings etc. and compile and prepare agendas and supporting papers for meetings.
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.
Interpret and advise on data and office management functions and implement relevant procedures.
Consider line management issues and decide on a course of action to be taken.

Day to Day line management of the secretarial support to medical staff as required:

• Carry out supervision sessions on a monthly basis
• Undertake appraisals
• Provide immediate guidance and assistance in problem solving
• Agree/monitor absences in regard to Annual leave, flexi time, sickness
• Workload management

Prepare and present reports and a range of complex information in a range of formats including the production of scorecards, KPIs, performance reports and ad-hoc reports.
Collect performance data and produce monthly performance reports as required and directed by the Business Coordinator.
Ensure that appropriate systems are developed and maintained to prompt bring forward information or follow-up that is required for appointments, meetings and projects etc. and for outstanding work that has been requested by a certain deadline.
Take and distribute formal minutes as necessary.
Authorised signatory for small payments, timesheets.
Set up and manage effective office management/filing systems to support the service delivery.
May need to arrange rotas/staff cover.
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