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Clinical Services Administration Officer
2 months ago
Job Overview
Purpose of the Role: The role involves delivering extensive administrative and secretarial assistance to multidisciplinary teams, wards, or departments, including designated medical personnel and junior medical staff. The post holder will serve as the primary point of contact for the respective team, ward, or department, undertaking responsibilities such as welcoming visitors, managing initial inquiries, and directing phone calls. A high level of motivation, adaptability, and a diverse skill set is essential, along with exceptional organizational capabilities. Proficiency in Microsoft Office applications, particularly Word and Excel, is required.
The individual will adhere to high standards and will be tasked with collecting personal information from individuals and inputting it into the electronic patient record system. Meeting deadlines, compiling data, and upholding administrative standards will be key responsibilities. Effective teamwork is crucial, and there may be a need to supervise support staff or apprentices. The post holder will play a vital role in managing diaries, scheduling meetings, taking formal minutes, and maintaining accurate records using the latest templates. The individual will manage their own workload, with the manager available for guidance as needed.Key Responsibilities
Reporting to the lead administrator, the successful candidate will integrate into the existing administrative team, which includes other Band 3 and Band 4 administrators.
The ideal candidate will thrive in a dynamic environment, demonstrating strong communication skills and proficiency in MS Office applications. A calm and approachable demeanor is expected, especially when interacting with service users, some of whom may present challenging situations due to ongoing mental health concerns.
Responsibilities will include managing clinicians' schedules, booking appointments, and handling phone inquiries.
About Our Organization
We are Avon and Wiltshire Mental Health Partnership NHS Foundation Trust, a diverse organization comprising over 5,000 dedicated professionals delivering both inpatient and community-based mental health services.
Our services cater to a vast population across various regions, ensuring that mental health and well-being are prioritized. Our commitment to a person-centered approach benefits both service users and employees alike, as we believe that satisfied and engaged staff provide superior care.
At our organization, we actively encourage applications from individuals of all backgrounds, particularly those from Black, Asian, and minority ethnic communities, individuals with disabilities, and members of the LGBTQ+ community. We value the unique experiences and perspectives that each individual brings, as diversity strengthens our team.
Responsibilities Include:
- Collaborating with a wide array of stakeholders, both internal and external, including medical staff, multidisciplinary teams, service users, and community organizations.
- Greeting visitors and serving as the first point of contact for inquiries, both in person and via telephone.
- Utilizing effective written and verbal communication skills to engage with diverse individuals, including external agencies, while demonstrating tact and persuasive abilities.
- Managing and relaying routine and complex information, including handling inquiries from external stakeholders and the public.
- Ensuring effective communication within a multidisciplinary environment and facilitating administrative processes for team meetings.
- Receiving and distributing internal and external correspondence, ensuring prompt action on high-priority items.
- Managing telephone interactions with distressed service users in a supportive and empathetic manner.
- Exercising judgment in addressing patient inquiries and resolving non-clinical issues, including scheduling conflicts.
- Arranging meetings and appointments for team members, effectively negotiating diary conflicts and competing priorities.
- Typing patient correspondence and managing face-to-face inquiries, ensuring accurate data entry into the electronic system.
- Ordering necessary supplies for the team and managing patient funds securely.
- Supporting the onboarding of new staff members as required.
- Producing confidential correspondence regularly and maintaining an efficient electronic filing system.
- Taking and distributing formal minutes as necessary.
- Performing clerical duties such as photocopying and scanning.
- Providing coverage for colleagues when necessary.
- Planning and prioritizing workload to meet various deadlines.
- Assisting patients with non-clinical advice or information during incidental contact.
- Undertaking other tasks commensurate with the role's purpose and banding.
Qualifications and Skills Required:
Essential:
- NVQ3/QCF in administration or equivalent knowledge and experience.
- Ability to work effectively under pressure.
- Excellent verbal and written communication skills.
- Strong planning and prioritization abilities.
- Proficient IT skills, particularly in Word, Excel, and PowerPoint.
