Job overview
We are looking for a highly motivated and enthusiastic administrator to join our friendly team. You will be providing administrative support to the Consultants and Clinical Staff of the North East Wiltshire Community Mental Health Team based at Bewley House in Chippenham.
The post involves working directly with the multi-disciplinary team, management and other administrative staff, as well as outside agencies and third party sectors.
We are looking for someone who is well organised, able to work to tight deadlines, with strong IT skills and proficient in using all Microsoft Office packages. You will be able to demonstrate good interpersonal and communication skills.
The role includes diary and email management, producing documents, arranging appointments and clinics, as well as organising meetings and taking minutes (including formal HR meetings). You will need to be flexible and reactive to changing priorities, whilst managing your own workload.
Previous experience of working as a medical secretary or legal secretary would be ideal for this role.
The post will be based at Chippenham, but will also require you to work in Devizes a couple of days a week, so access to transport is essential. Hours will be Monday to Friday 9.00am to 5.00pm.
Main duties of the job
You will be working as part of a busy administrative team and will need to be able to prioritise and organise your own workload, as well as sharing admin work streams, to ensure effective and efficient support to the clinical team.
You will possess a high standard of secretarial and administrative skills have a good working knowledge of all Microsoft Office systems, especially Word and Excel. You will be willing to undertake training in order to use other software packages, including our electronic patient record system (RiO).
The role will involve taking calls from service users, carers, GPs and other external agencies, as well as liaising with clinical teams and staff, so good communication skills both written and verbal are essential.
You will be required to produce documents, reports and agendas, including taking minutes at a variety of meetings, including some formal HR meetings. Note taking training can be provided by AWP.
You will be required to undertake general administrative tasks, this includes ordering stationary, clinical supplies and non-stock ordering, using NHS Supply Chain and Business World.
Working in mental health services can be challenging at times, but also very rewarding. You will need to have empathy and compassion, when dealing with people who have mental health issues.
You need to be an excellent team player, with strong personal resilience.
Working for our organisation
We are AWP (Avon and Wiltshire Mental Health Partnership NHS Trust):a diverse organisation with over 5,000 dedicated staff providing inpatient and community-based mental health care.
We provide services from a range of locations to approximately 1.8 million people living in Bath and North East Somerset (B&NES), Bristol, North Somerset, South Gloucestershire, Swindon, across the county of Wiltshire and in parts of Dorset.
Our outstanding people promote mental health and wellbeing. The expertise and resources within AWP are dedicated to a person-centred approach for those who use our services and for all employees. We recognise that happy and fulfilled employees give better care.
AWP is committed to support and create a positive research and evidence-based environment and culture, which can have a beneficial impact on everyone who works for the organisation and the care we provide to those who use our services.
At AWP we actively encourage applicants from all backgrounds; we are particularly keen to encourage applications from people from Black, Asian and minority ethnic backgrounds, those with disabilities and from the LGBTQ+ community. We want people to bring their unique blend of experiences, backgrounds, perspectives and knowledge to AWP, as diversity makes us stronger.
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.
• Answering the main phones for the ward and dealing with enquiries.
• Taking accurate messages and passing them on in a timely manner.
• Uploading and recording information on RiO (Patient Electronic file).
• Health roster for clinical staff.
• Typing clinical letters and posting them, ensuring a copy is upload to RiO.
• Taking minutes of various meetings.
• Inputting information on to Health Roster.
• Ordering supplies, including non-stock orders.
• And any other general administrative task.
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.
To organise and coordinate outpatient clinics, while managing waiting lists for appointments.
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.
PLEASE SEE JD ATTACHED FOR MORE DETAILS.
Person specification
Essential
Essential criteria
* NVQ level 3 in Business & Administration or equivalent level of knowledge and experience
Essential
Essential criteria
* Proficient IT skills including Word, Excel, Internet
Essential
Essential criteria
* Excellent communication skills, both verbal and written
Essential
Essential criteria
* Knowledge of routine and non-routine administrative procedures acquired through qualification or experience
Desirable
Desirable criteria
* RSA 3/NVQ3 or equivalent knowledge and experience
Desirable
Desirable criteria
* Administration experience in a health/social care setting.
Desirable
Desirable criteria
* Previous experience of working in mental health services.
Essential
Essential criteria
* Experience of working as a Medical Secretary or Legal Secretary
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.
Generative artificial intelligence (AI) describes algorithms that can be used to produce new content, including audio, code, images, text, simulations, and videos. It is developing all the time and is now being used as a support mechanism for all kinds of content-based creations. Please note the use of AI is monitored and if you have used it in your application you are required to declare this.
Employer certification / accreditation badges
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.
Documents to download
* Band 3 Clinical Services Administrator (PDF, 373.2KB)
* Inclusive Top 50 UK Employers List (PDF, 78.9KB)
* Financial Support & Discounts (PDF, 919.6KB)
* Value of the NHS Pension Scheme (PDF, 279.0KB)
#J-18808-Ljbffr