Band 3 Clinical Services Administrator - Bristol

Job overview

We are looking to recruit one full time or part time fixed term (12 mths) administrator into the Specialised PD Probation Service at AWP. Specialised PD, otherwise known as OPD, is a large, community based, multidisciplinary team that has developed innovative approaches to working with high-risk offenders with Personality Disorders. These service users are seen by the National Probation Service in Avon, Gloucestershire & Wiltshire and OPD covers the caseload within these areas.

As a service we cover Probation Offices based in Bristol, Bath, North Somerset, Swindon, Chippenham, Salisbury, Gloucester, and Cheltenham. In addition, we cover 3 Male & 1 Female Approved Premises in Bristol, and 1 Male Approved Premises in Gloucester.

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

To support the clinical delivery of community OPD by completing, supporting, and advising on administrative processes including the processing of service user contact forms, diary management, booking of consultations and clinical meetings, sending of letters to service users, updating spreadsheets and NHS and Probation Service specific patient record systems, minute taking, and attendance to a range of meetings.

The post will include working effectively within the admin team which has central cover of all geographical locations of OPD. All administration roles are supported through line management from the administration or operational lead(s).

We support a hybrid working model where we encourage staff to work from home 40% of the working week, and in an office space for 60% of their working week. Each staff member has an allocated geographical area with a central office in that area. This post is based centrally across Gloucester, Bristol, and Wiltshire but the majority of the work can be done remotely or from our central office in Bristol. There will be occasional travel to other areas covered by OPD, or for training, conferences, or external meetings.

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/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, e.g. documents required for ID checking purposes etc.

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.

Please see the Job Description, Personal Specification, and Key Local Information attached.

If you have any questions reading this post or the service, please do contact us via the contact details provided below.

We look forward to receiving your application.

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.