Band 3 Administration Assistant - Bristol

Job overview

The post holder will provide comprehensive administration and secretarial support to the NBT Mental Health Liaison Team, comprised of both NBT and AWP staff, and the NBT wards & departments who come into contact with the service. This will include NBT medical staff, junior medical staff and the system-wide multi-disciplinary team within the acute hospital setting. The post holder will act as one of the first point of contacts for the team, and will include duties such as meeting and greeting visitors, receiving initial enquiries and directing telephone calls as needed.

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.

Main duties of the job

We are a highly motivated, flexible and multi-skilled team, so there will be an expectation for the post holder to possess these qualities of a high standard. It will be essential that the administrator possesses excellent working knowledge of all Microsoft Office systems including Word and Excel, and be able to take personal details from people and upload onto the electronic patient record system (Rio). The post holder will also aid in the administration of team meetings, receive and open mail and distribute accordingly, and manage telephone contacts in a supportive and empathetic manner. Our administrative team will also exercise judgement when dealing with enquiries, analyse and resolve non-clinical problems including conflicting diary appointments/schedules and meetings, and escalate to our Lead Administrator and Senior staff where required.

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 key in maintaining diaries and arranging meetings, taking formal minutes as required and keep appropriate records.

Detailed job description and main responsibilities

• Input accurate and up to date patient data onto the Rio system.
• Ordering of stationary and other necessary items for the team.
• Maintain efficient and effective electronic filings systems and extract information when needed.
• Copying and scanning.
• Planning of own workload to ensure that weekly, monthly, quarterly and annual tasks are met, while shifting priorities in response to the competing demands of daily duties.
• Provide non-clinical advice to services in contact with NBT Mental Health Liaison, directing any clinical queries to the appropriate professional/s as required.
• Other tasks which are commensurate with the broad purpose and banding of the post.

The role also includes liaison with a 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.

Please see attached Job Description and Person Specification for further details.