Job overview
Are you an experienced, highly motivated administrator looking for a new challenge? Are you approachable, friendly and compassionate with enthusiasm for developing new skills? If this describes you, this could be the job opportunity you are looking for.
We have a full-time admin vacancy within our admin team. The role will involve working for the Early Intervention Services, based at Green Lane Hospital.
You will have previous clerical and administrative experience and have a good working knowledge of all Microsoft Office packages.
Due to the high volume of work, you will need to have a degree of resilience and be able to work well under pressure, though full support is given by AWP through peer support, regular formal supervision and access to the Employee Assist Programme.
Working in Mental Health can be very rewarding, as Service User's care is at the heart of our work. If you are someone who is able to work well under pressure, while remaining calm in challenging situations, who has a friendly, positive nature and enjoys working in a supportive team, we would like to hear from you.
The role will be based at Green Lane Hospital in Devizes and the hours of work cover Monday to Friday 9.00am to 5.00pm.
After your probation period, there will be opportunity for remote working a couple of days per week, depending on service needs.
Main duties of the job
To provide comprehensive administrative support to the Team Consultant, Team Manager and the wider Clinical Team.
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 duties will include dealing with telephone enquiries and liaising with other Clinical Teams, Third Sector Health Care Providers and Outside Agencies.
You will oversee the coordination of clinics for the Team Consultant; this includes diary management, arranging appointments and typing clinical letters. Duties will include taking minutes of meetings, drafting agendas, producing documents and reports. Note taking training can be provided by AWP. You will also be providing cover for the Lead Administrator, when required.
You will be required to order supplies and stationery items. This will include using NHS supplies and non-stock ordering.
The role is varied, and requires the successful candidate to be able to adapt to constant changes in workload.
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.
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
Detailed job description and main responsibilities:
1. Liaise with a wide range of clinical staff.
2. Working with multidisciplinary teams, both community and inpatient services.
3. Contact with Services Users and Carers.
4. Liaising with Health and Social Care teams.
5. Liaise with other statutory agencies e.g. Police, Ministry of Justice etc.
6. Responsible for the coordination of clinics for the team Consultant.
7. Diary management for team Consultant.
8. Oversee the waiting list for team Consultant.
9. Using a variety of AWP systems, including RiO, DrDoctor, Business World.
10. Answering the main phones for the team and dealing with enquiries. Taking accurate messages and passing them on in a timely manner.
11. Uploading and recording information on RiO (Patient Electronic file).
12. Taking minutes of team meetings.
13. Typing clinical letters and posting them, ensuring a copy is upload to RiO.
14. Ordering supplies, including non-stock orders.
15. Cross cover for Lead Administrator, when required.
16. And any other general administrative task.
Person specification
Essential
1. NVQ3/ QCF in Administration or equivalent level of knowledge and experience
2. Proficient IT skills including word, Excel, Internet.
3. RSA 3/ NVQ or equivalent knowledge and experience
4. Excellent communication skills, both verbal and written
5. Knowledge of routine and non-routine administrative procedures acquired through qualification or experience.
6. Experience of working as part of an admin team.
7. Demonstrates clear understanding of principles of confidentiality.
Desirable
1. Administration experience in health/social care setting.
2. Ability to work without direct supervision.
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.
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.
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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