Band 3 Clinical Services Administrator - South Glos (Kingswood)

Job overview

We are looking for a motivated and enthusiastic person to join our South Glos Admin team working with Primary Care Liaison Team (MINT) based in Kingswood Civic Centre.

We are a busy team with constant changes and demand and are looking to appoint a forward thinking, flexible, resilient and resourceful individual with experience and/or an interest in working with service users accessing mental health services.

The successful applicant will have proven administration skills, a warm, friendly telephone manner and face to face interaction, good experience of generating letters and taking minutes (training is available) also experience of working in a busy office with lots of demands and enjoy being a team player.

Experience of handling difficult/challenging conversations would be an advantage for this role.

The post holder will work closely with the other administrators and report to the Lead Admin, and also support the clinical team to ensure the service meets service user outcomes, its key performance indicators.

The services operates from 0900-1700, Monday to Friday.

This is a part time post of 30 hours per week.

Please note  - 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

This role will include managing the referrals coming in to the team, providing comprehensive administration and secretarial support and involves duties such as receiving initial enquiries and directing telephone calls from professional people as well as from service users who often call when very upset, needing someone who can understand their need and forward their call quickly and effectively.

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 but also feel confident to use their own initiative.

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.

Detailed job description and main responsibilities

Liaise with a wide range of services, both internal to the organisation and external.

Providing administrative support to South Glos (MINT) Primary Care Liaison 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.

The arranging and negotiation of various meetings including those with other agency involvement. Negotiating diary conflicts and competing priorities as appropriate.

Exchange verbal and written information with patients, staff and carers relating to appointments, clinic outcomes and meetings etc.

Provide and receive routine and complicated information, including dealing with enquiries from external services and the public. This may include sensitive information.

The provision of and updating of patient notes, collation of information for transfer of care etc.

Work within a multi-disciplinary environment ensuring that communication with appropriate team members is effective.

Facilitating the administration processes for the Team meeting.

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 etc. Escalating issues to the Lead Clinical Services Administrator as appropriate.

Arrange meetings and appointments for members of the team including the scheduling of: Clinical Staff Clinic Appointments. Pool Car Bookings. Room Bookings. Other bookings as required.

Arranging and rearranging as appropriate clinics, appointments etc.

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.

Produce confidential correspondence on a frequent basis.

Supporting the Team/Service Manager with the Administration of meeting and reports etc.

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.

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.