To provide comprehensive administration and secretarial support to multidisciplinary teams, wards or departments including named medical staff, junior medical staff and the system-wide multi-disciplinary team. This will include being the first point of contact for that team and could involve duties such as meeting and greeting visitors, receiving initial enquiries and directing telephone calls.
The post holder will be key in maintaining diaries and arranging meetings, taking formal minutes and keeping appropriate records on the most up to date templates. Their work is managed rather than supervised and they are accountable for their own actions - manager is available for reference but generally, they will manage their own workload.
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.
The arranging and negotiation of various meetings including those with other agency involvement. Negotiating diary conflicts and competing priorities as appropriate. 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. The provision of and updating of patient notes, collation of information for transfer of care etc.
Work within a multi-disciplinary environment ensuring that communication with appropriate team members is effective. Facilitating the administration processes for the Team meeting.
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.
Arrange meetings and appointments for members of the team including the scheduling of: - Consultant Clinic Appointments. - Tribunals. - Room Bookings. - Other bookings as required.
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.
The post holder will order stationery and other necessary items for the team via the procurement system. May be responsible for petty cash float/handling. Supporting the induction of new staff members as required.
Produce confidential correspondence and reports on a frequent basis. Supporting the Team/Service Manager with the Administration of meeting, RCA's, investigations etc. Maintain efficient and effective electronic filing system/, Internet, Intranet, patient records to access and extract information as needed.
Take and distribute formal minutes as necessary. Clerical duties including photocopying and scanning. Undertake surveys or audits as necessary to own work.
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.
We are looking for an experienced administrator who is enthusiastic and calm, to become part of B&NES Talking Therapies. We are a motivated and friendly team and we are looking for someone who enjoys keeping busy, and who would like to join our dynamic team, working Monday to Friday, 9 to 5 and based at Bath NHS House, Bath.
As well as being an excellent team player with the ability to prioritise, you should have a good understanding of information governance. Strong personal resilience is essential. Experience of working within Talking Therapies using the IAPTus system would be an advantage.
This role involves administration duties as well as telephone based work and therefore the post holder needs to have excellent telephone skills. You will be the first point of contact for clients who self refer into the service, which is done mainly by telephone.
The role requires an eye for detail and high level of accuracy across all elements of administration and data, including the maintenance of sensitive client details on the electronic patient management system - IAPTUS.
Please ensure your supporting statement relates to the job details and is personalised to you, explaining why this role is of interest to you. There will be an expectation for the post holder to be highly motivated, flexible and multi-skilled with excellent organisational skills.
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.
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