Band 3 Clinical Services Administrator - Bristol

Job overview

Are you an experienced, highly motivated administrator looking for a new challenge? Are you approachable, friendly and compassionate with enthusiasm for developing new skills? If this describes you then this could be the opportunity for you to join a progressive and forward thinking mental health service.

This varied and interesting role provides administrative support to the South Gloucester CAMHS. You will demonstrate good initiative and judgement, as you will have to work independently but also as part of the wider admin team.  Good communication and organisational skills are vital.  Service user care is at the heart of our work so empathy and compassion goes without saying.

Ideally you will have previous clerical and administrative experience and have a good working knowledge of Microsoft Office packages.

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 provide comprehensive administration and secretarial support to multi-disciplinary teams, wards or departments including named medical staff, junior medical staff and the system-wide multi-disciplinary team. This will include being the first point of contact for that team, ward or department and could involve duties such as mee􀆟ng and greeting visitors, receiving initial enquiries and directing telephone calls.

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 (Rio). 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.

There may be a requirement to provide supervision to support administrators or apprentice posts.

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.

Detailed job description and main responsibilities

Utilise written and verbal communication skills to connect with a wide range of people.

Exchange verbal and written information with patients, staff and carers relating to appointments, admissions and 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.

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 IAPTUS system.

Organising clinicians diary and typing out clinic letters.

Handle Medication requests from clinicians and medics.

General administrative duties as required including minute taking.

For a comprehensive list of duties please see the attached Job Description.