Band 3 Clinical Services Administrator - Whittucks Road

Job overview

Do you like to be busy at work, challenged to get things done and able to multitask? We have just the role for you.

You will need to be:

Flexible, Quick thinking, Patient and Tolerant, Resilient

Whittucks Road is a mental health Inpatient Rehabilitation Unit in Hanham who are  looking for an enthusiastic, proactive administrator seeking a diverse and challenging role.

You will need to be organised, able to prioritise your workload, and work under pressure. You will have previous experience of a range of administrative skills and able to use Microsoft Office applications confidently. There will be elements of customer service, problem solving and the need to be flexible to meet team demands.

You will have empathy and compassion for people who are experiencing mental health problems and  a degree of resilience as you will be working in an in-patient environment and need to be confident to speak with patients their families or carers (face to face). You will also be communicating with a wide range of health and social care professionals. The post holder will be based in the nursing office where patients attend daily.

If you are someone who is able to work well under pressure, while remaining calm in challenging situations, has a friendly, positive nature and enjoys working in a supportive team, we would like to hear from you.

Main duties of the job

The duties of a Clinical Service Administrator is to provide admin support to the ward clinical team and managers, helping to make their working day easier.   A typical day will vary, however might include daily administrative tasks such as  greeting visitors/family, handling incoming telephone calls, updating patient files and dealing with confidential information, admissions and discharges, ordering stationary and clinical/ward stock supplies and non-stock ordering using the appropriate software packages.  Arranging meetings/ward rounds, using and occasional minute taking as required.  Liaising with ward managers/staff and a wide range of people to include patients, families, staff, GPs and other healthcare and socialcare professionals. There is a wide range of electronic systems used within AWP, so an aptitude for processes would be useful.

This is a varied, busy role and requires the post holder to be flexible, boundaried and able to adapt to constant changes in workload. You will have the opportunity to attend numerous training courses and will have regular peer and formal supervision from the Lead Administrator and an annual appraisal.

Detailed job description and main responsibilities

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

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.

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, 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.

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

Arrange meetings and appointments for members of the team including the scheduling of:

• Consultant Clinic Appointments
• Tribunals
• 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 and reports on a frequent basis.

Supporting the Team/Service Manager with the Administration of meeting, RCA’s, investigations 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.