Clinical Services Administration Team Leader

4 weeks ago

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

Position Overview

The role involves delivering comprehensive administrative and secretarial oversight to the Senior Management Team at Secure Services. Strong written communication skills are essential, as responsibilities include documenting notes and producing minutes for various meetings.

This position demands exceptional communication and time management abilities. It is ideal for individuals who thrive in a collaborative environment, supporting a large and diverse group of clinical professionals. If you are adept at managing your own tasks and enjoy a dynamic workday, this role may be a perfect fit.

Key Responsibilities

We seek a proactive and self-driven individual capable of performing under pressure, utilizing their initiative, professionalism, and administrative expertise to facilitate the ongoing enhancement and efficient operation of the service. The successful candidate will assist team managers and nursing staff, requiring a flexible and adaptable approach to competing demands and deadlines.

The position will entail proficient use of IT systems utilized within the organization, with training provided. Responsibilities will encompass:

  • Daily monitoring of key performance indicators
  • Processing admissions and discharges
  • Coordinating leave requests
  • Managing diaries and calendars
  • Arranging and participating in meetings
  • Note-taking, typing, and compiling correspondence
  • Liaising with external agencies and GP practices

The post holder will supervise other administrative staff within the team, which includes conducting staff supervision, annual appraisals, monitoring sickness absence, and evaluating performance. You will manage your own workload, ensuring tasks are prioritized and completed promptly. An innovative approach to teamwork is essential. You will receive guidance and support from your Business Coordinator.

About Our Organization

Avon and Wiltshire Mental Health Partnership NHS Trust is a diverse organization with over 5,000 dedicated professionals providing both inpatient and community-based mental health services.

We serve a wide population across various locations, ensuring that our outstanding personnel promote mental health and well-being. The expertise and resources within our organization are committed to a person-centered approach for service users and employees alike. We believe that satisfied and engaged employees deliver superior care.

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, perspectives, and knowledge that diversity brings to our organization.

Job Duties

Responsibilities include:

  • Liaising with a variety of stakeholders, both internal and external, including medical staff, multidisciplinary teams, service users, and local authorities.
  • Exchanging verbal and written information with patients, staff, and carers regarding appointments and meetings.
  • Managing both telephone and face-to-face interactions with distressed service users in a compassionate manner.
  • Organizing key meetings, preparing agendas, and compiling supporting documents.
  • Typing reports and correspondence as required, ensuring accurate patient data entry.
  • Implementing office management procedures and maintaining effective filing systems.
  • Preparing and presenting reports, including performance metrics and ad-hoc reports.
  • Ensuring that systems are in place to track important information and follow-ups.
  • Taking and distributing formal minutes as necessary.
  • Managing day-to-day line management responsibilities for medical staff, including supervision and performance monitoring.

Qualifications and Skills

Essential:

  • Comprehensive knowledge of administrative and secretarial procedures.
  • Proficient computer and IT skills for report generation.
  • Experience working collaboratively within a team.
  • Experience in general office routines and filing systems.
  • Experience supervising staff.
  • Intermediate knowledge of administrative terminology and organizational procedures.

Desirable:

  • Experience in administration within a health or social care setting.

Education:

Essential:

  • NVQ Level 3 in Team Leadership/Supervision or equivalent experience.

Skills and Abilities:

Essential:

  • Excellent verbal and written communication skills.
  • Ability to convey clear messages and prioritize conflicting demands.
  • Strong problem-solving capabilities.
  • Ability to manage difficult situations effectively.

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