Band 5 Business Coordinator - Bristol

Job overview

CAMHS welcomes applications for the role of Band 5 Business Co-ordinator. We are looking for an experienced Senior Administrator to provide highly efficient and accurate business support for the CAMHS Senior Leadership Team on a day to day basis, which will include organising strategic and locality meetings as well as administering them.

We are a small and friendly team, based in the heart of the community in Barton Hill Settlement. The services support Bristol, North Somerset and South Gloucestershire CAMHS. You will directly report to the Business Coordinator and be working within the CAMHS leadership team. This team includes the Head of CAMHS, the Clinical Lead and senior managers. You will be integral to the wider CAMHS leadership team and regularly link into the Trust, especially the data analyst team.

The role is fast paced and varied, requiring excellent communication, organisational and negotiation skills. The role will also interact with colleagues from all departments and levels within AWP as well as with external organisations .

You will have experience of working at a Senior level within an organisation, be able to prioritise, plan, and monitor your own workload whilst being flexible in your approach.

Main duties of the job

Provide full business co-ordination and administrative provision including complex diary management to the Operations Manager and Clinical Lead on a day to day basis.

Independently manage own workload, adapting work priorities to meet deadlines.

Arrangement of meetings, minute taking and distribution as required.

Be the first point of contact for liaison/communication on behalf of the Senior Leadership Team with a wide range of stakeholders including Service Users and Carers, Multi-disciplinary Teams, Health and Social Care and other Statutory Agencies.

Ensure Information governance compliance and confidentiality is maintained at all times.

Undertake defined project work as required.

Having an overview of effective information systems for the Locality by working closely with colleagues and corporate teams and supporting performance compliance/service improvement.

Support the development and implementation of administrative functions and admin processes within the Locality.

Support effective internal and external communication systems within the Locality including to external stakeholders as required.

Detailed job description and main responsibilities

Supporting Operation Managers in compiling and delivering Business Plans including liaison with a wide range of stakeholders, both internal to the organisation and external, including: Multidisciplinary Teams (Community or Inpatient) Services Users and Carers Health and Social Care teams i.e. GPs and community health Senior Management Other statutory agencies e.g. Police, Ministry of Justice, safeguarding etc.

Participating in and organising strategic, service and Trust/ Divisional/ Departmental meetings, including associated resources.

Developing and implementing administration procedures and protocols, which deliver quality and efficiency to meet the needs of service users and the service.

Providing and discussing confidential sensitive, contentious, or complex information with admin and clinical staff at all levels of the organisation, service users and others. This may include investigating and resolving relatively complex (non-clinical) staff problems within the admin team and supporting clinicians to resolve service problems.

Ensuring that admin staff manage a range of routine projects/tasks and intervene to resolve problems as they arise, to achieve expected outcomes.

Ensuring that admin staff plan activities or programmes e.g. meetings, events, conferences, etc., taking particular responsibility for more complex arrangements, of a sensitive or difficult nature.

Participating in the planning of on-call rotas as required.

Making presentations to colleagues and support managers to develop and deliver presentational materials when required.

Ensuring systems are in place to gather, analyse and report business performance and quality information, working closely with local managers and corporate teams.

Authorised signatory in line with delegated authority, including responsibility for the admin budget and liaising with management accountant.

Developing administrative information systems where required with the active support of the Divisional Business Manager and Corporate Information Leads.

Using IT packages, including Word, Excel, Outlook, Power Point, and Publisher to create reports, documents etc and ensuring consistent ‘best practice’ use of such systems across admin functions.

Providing line management to designated group of administrative staff including: Participating in appointment panels, which may include being the Chair of panels. Inducting and training staff in locally used admin processes E-rostering Sickness management in line with Trust procedures, including referrals to Occupational Health Appraisal and training delivery and coordination Completing grievance and disciplinary processes in line with Trust policy (which excludes the issue of final warnings and dismissals etc). Recommending changes to the admin establishment where appropriate to the Business Manager.

Supporting research and development (R&D) work undertaken with in Division as required and carry out enquiries in relation to own work.

Undertake project work and any supporting reviews/evaluations

Take and distribute formal minutes, as necessary.

Undertaking audits of administrative procedures/protocols to gain assurance about delivery and best practice.

You may be required to, organise, and facilitate site/office moves both clinical and non-clinical, while liaising with Estates and Health & Safety departments.

See Job Description for full details

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.