Band 3 CIOT – Clinical Services Administrator- Campbell House

Job title:

Band 3 CIOT – Clinical Services Administrator- Campbell House

Company:

NHS

Job description

You would be perfect for this post if you are seeking to become a crucial part of a very busy administrative service within CAMHS. You will play a vital part in supporting the clinical team in the Intensive Outreach Team (CIOT) in their provision of urgent hospital assessments to young people experiencing mental health issues.Please get in touch if you would like to become a team administrator joining our amazing CAMHS Intensive Outreach Team based in Campbell House, Bristol.Main duties of the jobThe post holder will be highly motivated, flexible and multi-skilled with excellent organisational skills. They will possess a working knowledge of all Microsoft Office systems including Word and Excel.The post holder will work alongside 4 other administration staff and a lead administrator. Responsibilities will include taking phone calls, uploading information, liaising with service users, typing letters, taking minutes and other administrative processes. They will need to be able to work within a team effectively and share work streams where appropriate.To provide comprehensive administration and secretarial support to the team including named medical staff and the system-wide multi-disciplinary team. This will include being the first point of contact for the team and will involve duties such receiving initial enquiries, finding the best solutions and completing tasks appropriately.About usWe 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.Date posted24 March 2025Pay schemeAgenda for changeBandBand 3Salary£24,071 to £25,674 a year per annumContractPermanentWorking patternFull-timeReference number342-CAMHS035-0325Job locationsCAMHS Intensive Outreach TeamCampbell House, Montague Place, Bristol BS2 8HRBristolBS2 8HRJob descriptionJob responsibilitiesLiaise with a wide range of stakeholders, both internal to the organisation and external, including:Medical StaffMultidisciplinary Teams (Community or Inpatient)Services Users and CarersHealth and Social Care teamsThird sector/voluntary agenciesCommunity groups and local authority provisionOther 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 ofConsultant Clinic AppointmentsTribunalsRoom BookingsOther bookings as requiredType 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 standardsProvide 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.Job descriptionJob responsibilitiesLiaise with a wide range of stakeholders, both internal to the organisation and external, including:Medical StaffMultidisciplinary Teams (Community or Inpatient)Services Users and CarersHealth and Social Care teamsThird sector/voluntary agenciesCommunity groups and local authority provisionOther 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 ofConsultant Clinic AppointmentsTribunalsRoom BookingsOther bookings as requiredType 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 standardsProvide 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 SpecificationApplication FormEssential

• Demonstrate clear understanding of principles of confidentiality
• Ability to work well in a team
• NHS administrative experience
• Good IT skills Word, Excel, PowerPoint, Internet,
• RSA 3 Word Processing (or equivalent level of expertise) NVQ3/QCF in administration or equivalent level of knowledge and experience
• Knowledge of routine and non-routine administrative procedures acquired through qualification or experience Experience of working as part of a team Experience of general office routine and filing systems
• Excellent communication skills, both verbal and written Ability to take and convey clear messages Ability to work under some pressure Ability to work without direct supervision Plan and prioritise own workload Advanced Typing skills
• Empathy for individuals who have experienced mental health problems and ability to cope with behaviour which may be challenging at times.

Desirable

• Experience of working in health or social care setting

Person SpecificationApplication FormEssential

• Demonstrate clear understanding of principles of confidentiality
• Ability to work well in a team
• NHS administrative experience
• Good IT skills Word, Excel, PowerPoint, Internet,
• RSA 3 Word Processing (or equivalent level of expertise) NVQ3/QCF in administration or equivalent level of knowledge and experience
• Knowledge of routine and non-routine administrative procedures acquired through qualification or experience Experience of working as part of a team Experience of general office routine and filing systems
• Excellent communication skills, both verbal and written Ability to take and convey clear messages Ability to work under some pressure Ability to work without direct supervision Plan and prioritise own workload Advanced Typing skills
• Empathy for individuals who have experienced mental health problems and ability to cope with behaviour which may be challenging at times.

Desirable

• Experience of working in health or social care setting

Expected salary

£24071 – 25674 per year

Location

Bristol

Job date

Wed, 26 Mar 2025 07:20:58 GMT

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