Job overview
The Complex Psychological Intervention Service (CPI) are looking for a friendly, flexible and supportive administrator to join our team of 3 existing administrators. The role involves supporting a team of psychological practitioners based in North, Central and South Bristol.
Are you an experienced, motivated administrator looking for a new challenge? Are you approachable, friendly and compassionate with enthusiasm for developing new skills? Are you good at working as part of a team? If this describes you, then this could be the job opportunity you are looking for.
You will have a degree of resilience and be able to work well under pressure, though full support is given through supervision.
Previous administrative experience and good working knowledge of all Microsoft Office packages is essential.
You will have empathy and compassion for people who experience mental health issues.
Main duties of the job
You will have a good working knowledge of all Microsoft Office packages and be willing to undertake training in order to use other software packages, including our electronic patient record system (RiO).
You will be the first point of contact for the Team and handle telephone contacts with service users.
The role is varied, and requires the successful candidate to be able to adapt to constant changes and prioritise workload.
Detailed job description and main responsibilities
1. 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.
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.
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. The provision of and updating of patient notes, collation of information for transfer of care etc. This may include sensitive information.
Work within a multi-disciplinary environment ensuring that communication with appropriate team members is effective. Facilitating the administration processes for Team meetings etc.
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.
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.
Maintain efficient and effective electronic filing system, Internet, Intranet, patient records to access and extract information as needed.
Other tasks which are commensurate with the broad purpose and banding of the post.
Person specification
Essential criteria
* NVQ Level 3 in Business & Administration or equivalent experience
* Proficient IT Skills (Including Word, Excel and MS Office packages)
* Excellent communication skills, both verbal and written
* Knowledge of routine and non-routine administrative procedures acquired through qualification or experience
* Experience of working as part of a team
* Demonstrates clear understanding of the principles of confidentiality
Desirable criteria
* RSA level 3 or the equivalent level of knowledge and experience
* Experience of working in a health/social care setting as an administrator
* Experience of audio typing
* Experience of taking minutes of meetings
We are proud to be fostering a diverse workforce that reflects our communities. A key commitment to this is improving staff representation from Black, Asian and Minority Ethnic communities, those from the LGBTQ+ communities, people with 'lived-experience' of mental health conditions and people living with disabilities, we are a 'Disability Confident Employer' offering a guaranteed interview to Disabled applicants who meet the essential criteria. This includes people with a variety of disabilities and neurodivergent conditions (for example autism, ADHD, sensory, physical and learning disabilities).
We encourage applications from people who wish to work on a flexible basis, recognising that flexibility may mean a range of different working patterns and hours, we do our utmost to work with our staff to meet their needs and the needs of our service users.
Click here to view our applicant guidance.
Please apply to join us, we would love to hear from you. Any personal details you supply to us are kept safe in line with the General Data Protection Regulations.
Adverts normally close for application a few minutes before midnight on the closing date and we will let you know if we are offering you an interview by email via our recruitment system 'TRAC'. We contact all applicants within 4 weeks after the closing date, so please check your emails regularly once you have submitted your application; you are welcome to contact us, via the TRAC system, if you have any queries about your application.
Employer certification / accreditation badges
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.
Application numbers
This vacancy may close early if it receives a high number of applications. Please complete and submit your application in good time to avoid disappointment.
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