BNSSG CEN Team Administrator
Job overview
Band 3 AdministratorComplex Emotional Needs (CEN) Team BNSSG wide
Based in South Bristol with some flexible working
Are you an experienced, motivated administrator looking for a new challenge? Are you approachable, friendly and compassionate with enthusiasm for developing new skills?
A role has become available within the BNSSG Wide Complex Emotional Needs (CEN) Team. We are a co-produced team who work within the BNSSG area of Bristol, North Somerset and South Gloucestershire. Our main aim is to improve the lives of service users who experience mental health difficulties associated with Complex Emotional Needs (also known as personality disorder).
We are looking for a friendly, flexible and supportive administrator, who is IT skilled and proactive to drive good administrative processes to support effective Team working. The role involves supporting a team of psychological trained and lived experience staff based across the BNSSG area.
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 and a degree of resilience as the CEN Team staff work across five Recovery team areas.
We want our staff to develop their practice by learning and growing in the BNSSG Wide CEN Service, therefore, our team has regular reflective practice, CPD slots and opportunities to pursue further training.
Main duties of the job
To deliver a comprehensive and proactive overview of the Team activity and support the effective and timely delivery of our training and business administration using Microsoft Office packages.
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
To provide comprehensive administration and secretarial support to the multidisciplinary teams or departments and the system-wide multi-disciplinary team.
There will be an expectation for the post holder to be highly motivated, flexible and multi-skilled with excellent proactive organisational skills to support the Team in its work.
They will possess excellent working knowledge of all Microsoft Office systems including Word and Excel.
The post holder will be able to work to high standards and will be required to take personal details from people and upload onto the electronic patient record system (Rio).
The post holder will need to meet deadlines, collate data and maintain standards relating to administrative processes.
They will need to be able to work proactively within a team, effectively and share work streams where appropriate.
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.
Their manager is available for reference but generally, they will manage their own workload and time management.
There may be a requirement to provide supervision to support administrators or apprentice posts.
Liaise with a wide range of stakeholders, both internal to the organization 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.
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, negotiating diary conflicts and competing priorities as appropriate. Including the scheduling of Consultant Clinic AppointmentsTribunals
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.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. May be asked to contribute to audit and research projects within the service to inform service development and standards.
Provide cover for colleagues when and where necessary.
Plans own workload to ensure that weekly, monthly, quarterly and annual tasks are met.
Prioritise workload with particular consideration to issues arising and responding to shifting priorities appropriately.
Assist patients during incidental contact, to provide non-clinical advice or information to patients/relatives or carers.
Other tasks which are commensurate with the broad purpose and banding of the post.
Person specification
Essential and Desirable
Essential criteria- Previous experience and proficiency in IT skills (including Word, Excel and MS office packages)
- NVQ Level 3 in Business and Administration or equivalent
- Excellent communication skills, both verbal and written
- Experience of working as part of a Team
- Experience of taking minutes of meetings
- Experience of working in a Health or Social Care setting as an Administrator
- Demonstrates clear understanding of the principles of confidentiality
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.
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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.
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