Band 4 - Lead Administrator - Blackberry Hill Hospital, Bristol

Job overview

Integrated Non Custodial Services (IN-CS) are  multi agency and multidisciplinary services working with the criminal justice pathway. The lead administrator role is a pivotal post ensuring that all the clinical services within the teams run smoothly. Manging a small team of administrators the post holder will coordinate admin tasks and support the senior management team within the partnership. This is a really exciting opportunity to be involved at the very beginning of a 7 year contract with a dynamic and innovative clinical delivery model.

Main duties of the job

To provide comprehensive administration and secretarial support to multidisciplinary teams, wards or departments including named medical staff, junior medical staff and the system-wide multi-disciplinary team.

You will need to be highly motivated, flexible and multi-skilled with excellent organisational skills. Possessing excellent working knowledge of all Microsoft Office systems including Word and Excel.

You 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). You will need to meet deadlines, collate data and maintain standards relating to administrative processes. You will need to be able to work within a team effectively and share work streams where appropriate.

You will be expected to line manage others and will provide support and guidance for matters that are escalated to them by Clinical Services Administrators, working without direct supervision and management of their own workload.

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. Your work is managed rather than supervised and you are accountable for your own actions – manager is available for reference but generally, you will manage your own workload.

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.