Band 4 Clinical Services Lead Administrator - Bristol

To provide comprehensive administration and secretarial support to multidisciplinary teams, wards or departments including named medical staff, junior medical staff and the system-wide multi-disciplinary team.

There will be an expectation for the post holder to be highly motivated, flexible and multi-skilled with excellent organisational skills. They will possess excellent working knowledge of all Microsoft Office systems including Word and Excel.

The post holder will be able to work to high standards and will be required to take personal details from people and upload onto the electronic patient record system (Iaptus). The post holder will need to meet deadlines, collate data and maintain standards relating to administrative processes. They will need to be able to work within a team effectively and share work streams where appropriate.

The post holder will be expected to line manage others and will provide support and guidance for matters that are escalated to them by Clinical Services Administrators. The post holder will be expected to work without direct supervision and manage their own workload.

The post holder will be key in maintaining diaries and arranging meetings, taking formal minutes and keeping appropriate records on the most up to date templates. Their work is managed rather than supervised and they are accountable for their own actions - manager is available for reference but generally, they will manager their own workload.

Liaise with a wide range of stakeholders, both internal to the organisation and external, including:

Medical Staff.

Multidisciplinary Teams (outreach 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 Clinical Services Administrators 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.

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.

We are the lead provider of healthcare for people with serious mental illness, learning disabilities and autism across Bath and North East Somerset (BaNES), Swindon and Wiltshire, and Bristol, North Somerset and South Gloucestershire.

We aim to provideHigh Quality, Compassionate Careeverywhere, every day. This means our services will be safe, clinically effective and provide a positive all round experience for our patients, families and carers. And we believe passionately in treating everyone with kindness, respect and empathy.

Key to this is providing a supportive and safe environment for our 4,000 staff where we all feel welcome and able to do the best we can for those we support. Our staff and teams work incredibly hard delivering services across more than 90 locations, covering 2,200miles, to more than 1.8million people.

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.

Right to Work in the UK This position is not eligible for Skilled Worker visa sponsorship. Applicants must already hold the legal right to work in the UK at the time of application, as the organisation is unable to support sponsorship for this post.

Qualification

Experince and knowledge

Desirable: - Administration experience in a health/social care setting

Skills