Job summary
We are seeking a dedicated and enthusiastic individual to join our team as a Part-Time Band 3 Administrator. This role is integral to the success of the newly established Student Liaison Service pilot, providing comprehensive administrative and secretarial support to our staff and managers. The post holder will be someone who is who is resilient, organised and highly motivated.
The Student Liaison Service, is a specialised team dedicated to supporting students at the two main universities within Bristol and South Gloucestershire and is a collaborative pilot between AWP, Bristol University and The University of the West of England, designed to address the mental health needs of the student population.
The Student Liaison Service is an incredibly exciting project. Our team itself is small, relaxed and positive and is at an exciting point in its development. Join us and play a crucial role in supporting the Student Liaison Service, helping us to provide exceptional service to our students and staff.
Main duties of the job
Liaise with a wide range of stakeholders, both internal to the organisation and external, including:
o Medical Staff.
o Multidisciplinary Teams (Community or Inpatient).
o Services Users and Carers.
o Health and Social Care teams.
o Third sector/voluntary agencies.
o Community groups and local authority provision.
o Other statutory agencies e.g. Police, Ministry of Justice etc.
o Providing Secretarial support to named Medical Staff/management team.
About us
AWP is a large NHS Mental Health Trust and as such offered benefits in terms of career and employment support, development and training. We aim for excellence in everything we do to improve our services to clients, and our guarding principle is 'you matter, we care'.
We welcome dedicated people from all backgrounds who would like to join us on this journey
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.
Flexibility
This is a part-time position with flexible working hours to accommodate the needs of the Student Liaison Service. We have office space at both the University of Bristol and University of the West of England. Our administrator will split their time between these two sites.
The service operate between Mondays - Friday 9-5.
Staff wellbeing
The service will be supportive of our staff and responsive to staff's need. We offer close support and supervision, along with the opportunity to develop your skills and knowledge. You will be a key member of the multi-disciplinary team and assist in the promotion of a high quality service.
Job description
Job 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.
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. 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. 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.
Person Specification
Essential criteria from the JD.
Essential
- NVQ 3 in Business Administration or similar relevant qualification or Equivalent competence acquired by experience and willingness to undertake NVQ 3 Business Administration qualification under the Trust Apprenticeship Scheme.
- Experience of working within a team.
- Good IT Skills - competent in Word, Excel, Powerpoint. Dexterity co-ordination for keyboard skills or equivalent.
- Excellent communication skills, both verbal and written.
- Ability to take and convey clear messages.
- Ability to work under some pressure.
- Ability to work without direct supervision.
- Plan and prioritise own workload.
- Empathy for individuals who have experienced mental health problems and ability to cope with behaviour which may be challenging at times.
Desirable
- Diary management.
- Experience of administration in a clinical setting.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details
Employer name
Avon & Wiltshire Mental Health Partnership NHS Trust
Address
Callington Road
Brislington
Bristol
BS4 5AY