Band 3 Clinical Services Administrator - Bristol

Job overview

This job is based in the office at Donal Early house in the grounds of Southmead hospital. You may be asked to sit in the ED office at times. This is a full time position.

The general hospital MHLT see patients in Southmead hospital only.  Referrals are received on the NBT ‘ICE’ system, some in the ED, some are in-patients. The team  ensure that people with mental health problems are assessed, managed, kept safe, treated appropriately whilst here. We signpost patients to services, refer on to other services appropriately, or sometimes admit to psychiatric hospital. Patients come to Southmead from surrounding regions, because it is a major trauma centre. We advise and teach general hospital staff.

Main duties of the job

The main role of team administrator is to check for referrals, and e-mails, take calls to the team, and maintain the caseload document on a daily basis. Admin record statistics, open and close referrals on the mental health system, Rio, and also use the NBT computer system. So use of two trust systems is required.

This role is crucial to the safe management of the team's work.  Passing on information to team members in a timely manner is important. The team administrator takes calls from ward staff, outside services, GPs, voluntary agencies, relatives SW’s etc. Information governance and maintaining appropriate confidentiality is a routine part of the work.

The team admin will format clinical letters for the team, take minutes of the team meeting and other meetings, record statistical information. You are not responsible for anyone, only your own work.

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.
• 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.

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.