Band 3 Clinical Services Administrator - North CAMHS

Job Summary

We are looking for a highly motivated and enthusiastic Clinical Services Administrator to join our North CAMHS admin team on a fixed term contract to cover Maternity Leave.

Applicants should be effective communicators, as the role will involve referrals, liaising with nurses, medics, GPs, service users, their families, and advocates. You should have excellent administration and organisational skills, possess a good working knowledge of all Microsoft Office systems, and be willing to undertake training in order to use other software packages, including our electronic patient record system, IAPTUS.

You will be working as part of a busy administrative team within the Service 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 teams. The role is varied, and requires the successful candidates to be able to adapt to constant changes in workload, to meet demand and deadlines.

We are able to offer you training opportunities.

If you are someone who is able to work well under pressure, while remaining calm in challenging situations, who has a positive and friendly nature, and an interest in working for mental health services, this could be the job opportunity for you.

Main Duties of the Job

As one of the administrators in a busy team, you will need to have excellent communication skills and a wide range of administrative skills.

The role will involve routine and non-routine tasks, including:

1. Telephone call handling
2. Communication with a wide range of people, including services users, carers, GPs and other clinical staff
3. Typing patient-related correspondence/emails
4. Inputting accurate and up-to-date patient data on electronic patient system
5. Arranging, attending and taking minutes of meetings
6. Creating and sending client letters on behalf of medics

There are a wide range of electronic systems used with AWP, so an aptitude for processes would be an advantage.

About Us

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.

Date Posted: 24 February 2025

Pay Scheme: Agenda for change

Band: Band 3

Salary: £24,071 to £25,674 a year pro rata

Contract: Fixed term

Duration: 10 months

Working Pattern: Part-time

Reference Number: 342-CAMHS027-0225

Job Locations:

Woodland View, Thornfield Road, Bristol, BS10 6NB

Job Responsibilities

Generic Job Responsibilities

1. Liaise with a wide range of stakeholders, both internal to the organisation and external, including:
2. Medical Staff
3. Multidisciplinary Teams (Community or Inpatient)
4. Services Users and Carers
5. Health and Social Care teams
6. Third sector/voluntary agencies
7. Community groups and local authority provision
8. 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.

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 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.

Person Specification

Essential:

• One year administration experience (preferably within an NHS setting)
• Admin experience within Healthcare/Social care setting
• Use of Microsoft packages

Desirable:

• Communication skills (verbal and written)
• IT qualifications

Disclosure and Barring Service Check:

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer Details

Employer Name: Avon & Wiltshire Mental Health Partnership NHS Trust

Address: Woodland View, Thornfield Road, Bristol, BS10 6NB

Employer's Website: http://www.awp.nhs.uk/about-us/working-for-us/