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Administrative Support Officer

2 months ago

Bristol, Bristol, United Kingdom Avon & Wiltshire Mental Health Partnership NHS Trust Full time

Position Overview

This part-time role is dedicated to providing essential administrative assistance to our CAMHS Intensive Outreach Team (CIOT).

CIOT comprises two divisions: the hospital segment, which conducts assessments based on referrals for children in crisis, and the Outreach segment, which delivers intensive community support.

As a member of a dynamic administrative team, you will be expected to possess outstanding communication and organizational abilities to manage a diverse array of administrative responsibilities.

A solid understanding of Microsoft Office applications will be beneficial. Training for additional software tools, including our electronic patient record system, will be provided. A flexible and effective approach to handling requests and demands is essential.

Empathy and/or experience in working with individuals who have faced mental health challenges is crucial, along with a degree of resilience, as some tasks may involve distressing information. Comprehensive support is available through AWP, including peer support, regular formal supervision, and access to the Employee Assistance Program.

Key Responsibilities

Your primary duty will be to deliver thorough administrative support to our clinical teams. This includes serving as the initial point of contact via telephone, managing inquiries, and directing them appropriately.

Daily administrative tasks will encompass communication with a broad spectrum of individuals, including service users, hospitals, social care, GPs, external organizations, and AWP personnel. Responsibilities will include:

  • Managing daily schedules
  • Drafting letters and correspondence
  • Attending meetings and documenting minutes/notes
  • Updating service user records through our electronic patient system

The successful candidate will be adept at meeting deadlines and upholding administrative standards. Collaboration within the team and sharing workloads when necessary will be vital.

About Our Organization

We are AWP (Avon and Wiltshire Mental Health Partnership NHS Trust), a diverse organization with over 5,000 dedicated professionals delivering both inpatient and community-based mental health services.

Our services reach approximately one million individuals residing in various regions, including Bath and North East Somerset, Bristol, North Somerset, South Gloucestershire, Swindon, and parts of Wiltshire and Dorset.

Our exceptional staff are committed to promoting mental health and well-being. The expertise and resources within AWP are focused on a person-centered approach for service users and employees alike. We believe that satisfied and engaged employees provide superior care.

At AWP, we actively encourage applications from all backgrounds, particularly from individuals of Black, Asian, and minority ethnic backgrounds, those with disabilities, and members of the LGBTQ+ community. We value the unique experiences, perspectives, and knowledge that each individual brings, as diversity strengthens our organization.

Job Duties

Your responsibilities will include:

  • Liaising with a variety of stakeholders, both internal and external, such as:
    • Medical Staff
    • Multidisciplinary Teams (Community or Inpatient)
    • Service Users and Carers
    • Health and Social Care teams
    • Third sector/voluntary agencies
    • Community groups and local authority services
    • Other statutory agencies
    • Police, Ministry of Justice, etc.
  • Utilizing both written and verbal communication skills to engage with a diverse audience, employing tact and persuasive techniques when necessary.
  • Exchanging information with patients, staff, and carers regarding appointments, admissions, and meetings.
  • Collaborating within a multidisciplinary environment to ensure effective communication with relevant team members.
  • Receiving and distributing mail (both paper and electronic) while ensuring appropriate actions are taken on high-priority items.
  • Managing both telephone and face-to-face interactions with distressed service users in a compassionate and supportive manner.
  • Exercising judgment in addressing patient inquiries, analyzing and resolving non-clinical patient issues, and escalating concerns to the Lead Clinical Services Administrator as needed.
  • Coordinating meetings and appointments for team members.
  • Typing patient reports, correspondence, and emails as required, while handling inquiries from patients.
  • Maintaining an efficient electronic filing system and patient records for easy access and information retrieval.
  • Taking and distributing formal minutes and meeting notes as necessary.
  • Performing clerical duties, including photocopying, scanning, and uploading documents.
  • Providing coverage for colleagues when necessary.
  • Planning your workload to ensure timely completion of weekly, monthly, quarterly, and annual tasks.
  • Prioritizing tasks with consideration for emerging issues and adapting to shifting priorities as needed.

Qualifications and Skills

Essential:

  • ECDL/Diploma in Administration/NVQ qualifications (or equivalent competence)
  • Experience working in a team environment
  • Ability to organize and maintain a busy workspace
  • Strong IT skills
  • Excellent communication abilities
  • Capability to convey clear messages
  • Ability to work under pressure
  • Capacity to work independently
  • Skill in planning and prioritizing workload

Desirable:

  • Experience in general administration
  • Experience in a clinical administrative setting
  • Experience in addressing queries and problem-solving
  • Experience supporting senior staff