Band 4 Clinical Lead Administrator - S.Glos

Job overview

We’re seeking an enthusiastic and highly skilled Lead Administrator to join South Gloucestershire’s Psychological Therapies clinical administration team.

We are a multidisciplinary team providing specialist psychological interventions to service users within our community. Our work is rooted in empathy, collaboration, and care where compassion, innovation, and inclusivity are at the heart of everything we do.

You’ll bring strong administrative experience alongside excellent communication and IT skills, with an understanding of secondary mental health services. You will be empathetic and have experience in taking frontline telephone calls. We are looking for an organised, proactive team player who can also work independently.

This is a job share role with another Lead Administrator and you will be required to supervise a band 3 colleague. Thursday and Friday will be required for this 15 hour post.

Please note - this vacancy is not eligible for a sponsorship.

Main duties of the job

To provide comprehensive administration and support to the  Psychological Therapies clinical team.

There will be an expectation for the post holder to work to a high standard, 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 need to meet deadlines, enter and collate data (key performance indicators) 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 crucial in maintaining diaries and arranging meetings, taking formal minutes and keeping appropriate records on the most up to date templates.

There may be expectation to provide support to other teams within the locality, including setting up and note taking for formal HR processes.

The post holder may be expected to line manage others and will provide support and guidance for matters that are escalated to them. The post holder will be expected to work without direct supervision, manage their own workload and report to the Head of Psychological Therapies and Locality Business Coordinator.

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. Excellent communication skills, written and verbal, with a wide range of people, including outside agencies, sometimes 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. This may include sensitive information.

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

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 inquires, analyse and resolve non-clinical patient problems including resolving conflicting diary appointments or schedules, clinics, meetings, tribunals etc.

Manage the organisation of key meetings including business meetings and conferences, grievance hearings etc. and compile and prepare agendas and supporting papers for meetings.

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.

Interpret and advise on data and office management functions and implement relevant procedures.

Consider line management issues and decide on a course of action to be taken.

Day to Day line management of the secretarial support to medical staff as required: • Carry out supervision sessions on a monthly basis • Undertake appraisals • Provide immediate guidance and assistance in problem solving • Agree/monitor absences in regard to Annual leave, flexi time, sickness • Workload management