Band 3 Clinical Services Administrator

Job Summary

The role will be part of a busy admin team for inpatients for working age adults. The role will be based on the ward's reception/nurses station.

Applicants should be effective communicators, as the role will involve admission and discharges, liaising with nurses, medics, GPs, service users, their families, and advocates. You should have excellent administration and organisational skills, possess a good working knowledge of all Microsoft Office systems, and be willing to undertake training in order to use other software packages, including our electronic patient record system.

You will be working as part of a busy administrative team within the Service and will need to be able to prioritise and organise your own workload, as well as sharing admin work streams, to ensure effective and efficient support to the clinical teams. The role is varied, and requires the successful candidates to be able to adapt to constant changes in workload, to meet demand and deadlines.

We are able to offer you training opportunities.

Main Duties of the Job

As one of the administrators in a busy team, you will need to have excellent communication skills and a wide range of administrative skills.

• Telephone call handling and communication with a wide range of people including service users, carers, GPs and other clinical staff
• Typing patient related correspondence/emails
• Inputting accurate and up to date patient data on electronic patient system
• Arranging, attending and taking minutes of meetings
• Creating and sending client letters on behalf of medics

There are a wide range of electronic systems used with [Employer hidden — sign up to reveal] so an aptitude for processes would be an advantage.

Working at [Employer hidden — sign up to reveal]

We are [Employer hidden — sign up to reveal] 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.

At [Employer hidden — sign up to reveal] 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.

Job Responsibilities

Liaise with a wide range of stakeholders, both internal and external, including medical staff, multidisciplinary teams, service users and carers, health and social care teams, third sector agencies, community groups, local authority, police, Ministry of Justice, etc.

• Utilise written and verbal communication skills to connect with a wide range of people
• Exchange verbal and written information with patients, staff and carers relating to appointments and meetings
• Work within a multi-disciplinary environment ensuring effective communication
• Receive and open mail, distribute/despatch accordingly
• Manage telephone and face to face contacts with distressed service users in a supportive manner
• Exercise judgement when dealing with patient enquiries, resolve non-clinical patient problems
• Escalate issues to the Clinical Services Lead Administrator as appropriate
• Type patient reports/correspondence/e-mails
• Input accurate patient data onto RIO and Connecting Care system
• Order stationery via procurement system
• Support induction of new staff members
• Produce confidential correspondence and reports
• Maintain efficient filing systems and patient records
• Take and distribute formal minutes
• Perform clerical duties including photocopying and scanning
• Undertake surveys or audits as necessary
• Provide cover for colleagues when necessary
• Prioritise workload and respond to shifting priorities
• Assist patients during incidental contact to provide non-clinical advice or information

Person Specification

Essential: Admin experience within Healthcare/Social care setting

Desirable: Communication skills (verbal and written)

This post is subject to a Disclosure and Barring Service (DBS) check.

Employer Details

Employer name: [Employer hidden — sign up to reveal]

Address: Long Fox Unit, Grange Road, Weston-super-Mare, BS23 4TS

Website: http://www.awp.nhs.uk/about-us/working-for-us/

Contact

For questions about the job, contact: Clinical Services Lead Administrator, Beverley Warren at [contact hidden] or [contact hidden].