Band 3 - Clinical Services Administrator - Kingswood Hub, Bristol

Job overview

This is a part-time post providing administrative support to our CAMHS Learning Disability teams.

LD has 2 bases, one in base is in the Kingswood HUB, South Gloucester and the other base is at Woodland View, Bristol. You will be expected to work across both bases.

You will be joining a busy admin team and will need to have excellent communication and organisational skills to complete a wide range of administrative duties.

A good working knowledge of Microsoft Office systems will be an advantage.  Training for additional software packages, including our electronic patient record system, will be arranged.  An aptitude for processes would be useful.  A flexible and  effective approach to requests and demands will be  necessary.

You will have empathy with/or experience of working with people who have experienced mental health, and you will need some resilience as some of the work can include details of a distressing nature.  Full support is given by AWP through peer support, regular formal supervision, and access to the Employee Assist programme.

Main duties of the job

To provide comprehensive administrative support to our clinical teams.  This will include being the first point of contact via telephone, receiving, managing and/or directing enquiries.

Daily administrative tasks will include communication to a wide range of people, including service users, hospitals, social care, GPs, external agencies and AWP staff.  The role will be responsible for daily diary management, typing letters and correspondence, attending and taking minutes/notes at meetings, and keeping service user records updated via our electronic patient system.

The post holder will be able to meet deadlines and maintain standards of administrative processes.  They will be able to work effectively within the team and share work streams where appropriate.

Detailed job description and main responsibilities

• 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.
• 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 enquiries, analyse and resolve non-clinical patient problems including resolving conflicting diary appointments or schedules, clinics, meetings, etc. Escalating issues to the Lead Clinical Services Administrator as appropriate.
• Arrange meetings and appointments for members of the team.
• 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 electronic patient system
• Maintain efficient and effective electronic filing system/, Internet, Intranet, patient records to access and extract information as needed
• Take and distribute formal minutes and meeting notes as necessary.
• Clerical duties including photocopying/scanning/uploading.
• 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.