Band 3 Clinical Services Administrator (CPI) - Bristol

Job summary

The Complex Psychological Intervention Service (CPI) are looking for a friendly, flexible and supportive administrator to join our team of 3 existing administrators. The role involves supporting a team of psychological practitioners based in North, Central and South Bristol.

Are you an experienced, motivated administrator looking for a new challenge? Are you approachable, friendly and compassionate with enthusiasm for developing new skills? Are you good at working as part of a team? If this describes you, then this could be the job opportunity you are looking for.

You will have a degree of resilience and be able to work well under pressure, though full support is given through supervision.

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.

Main duties of the job

You will have a good working knowledge of all Microsoft Office packages and be willing to undertake training in order to use other software packages, including our electronic patient record system (RiO).

You will be the first point of contact for the Team and handle telephone contacts with service users.

The role is varied, and requires the successful candidate to be able to adapt to constant changes and prioritise workload.

Please refer to Job description attached for detailed job role.

About us

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.

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 posted

25 March 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,071 to £25,674 a year pro rata

Contract

Permanent

Working pattern

Part-time

Reference number

342-BR052-0325

Job locations

Callington Road Hospital

Marmalade Lane

Bristol

BS5 5BJ

Job description

Job responsibilities

Liaise with a wide range of stakeholders, both internal to the organisation 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.

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.

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.

Maintain efficient and effective electronic filing system/, Internet, Intranet, patient records to access and extract information as needed.

Other tasks which are commensurate with the broad purpose and banding of the post.

Job responsibilities

Liaise with a wide range of stakeholders, both internal to the organisation 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.

Exchange verbal and written information with patients, staff and carers relating to appointments, admissions and meetings etc.

Work within a multi-disciplinary environment ensuring that communication with appropriate team members is effective. Facilitating the administration processes for Team meetings etc.

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.

Maintain efficient and effective electronic filing system/, Internet, Intranet, patient records to access and extract information as needed.

Other tasks which are commensurate with the broad purpose and banding of the post.

Person Specification

Essential

NVQ Level 3 in Business & Administration or equivalent experience

Essential

Proficient IT Skills (Including Word, Excel and MS Office packages)

Essential

Excellent communication skills, both verbal and written

Essential

Knowledge of routine and non-routine administrative procedures acquired through qualification or experience

Essential

Experience of working as part of a team

Essential

Demonstrates clear understanding of the principles of confidentiality

Desirable

RSA level 3 or the equivalent level of knowledge and experience

Desirable

Experience of working in a health/social care setting as an administrator

Desirable

Experience of audio typing

Desirable

Experience of taking minutes of meetings

Essential

NVQ Level 3 in Business & Administration or equivalent experience

Essential

Proficient IT Skills (Including Word, Excel and MS Office packages)

Essential

Excellent communication skills, both verbal and written

Essential

Knowledge of routine and non-routine administrative procedures acquired through qualification or experience

Essential

Experience of working as part of a team

Essential

Demonstrates clear understanding of the principles of confidentiality

Desirable

RSA level 3 or the equivalent level of knowledge and experience

Desirable

Experience of working in a health/social care setting as an administrator

Desirable

Experience of audio typing

Desirable

Experience of taking minutes of meetings

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Avon & Wiltshire Mental Health Partnership NHS Trust

Address

Callington Road Hospital

Marmalade Lane

Bristol

BS5 5BJ

Employer's website

http://www.awp.nhs.uk/about-us/working-for-us/ (Opens in a new tab)

Employer details

Employer name

Avon & Wiltshire Mental Health Partnership NHS Trust

Address

Callington Road Hospital

Marmalade Lane

Bristol

BS5 5BJ

Employer's website

http://www.awp.nhs.uk/about-us/working-for-us/ (Opens in a new tab)

For questions about the job, contact:

Senior Administrator

Melissa Lane

melissa.lane@nhs.net

01179195680

Date posted

25 March 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,071 to £25,674 a year pro rata

Contract

Permanent

Working pattern

Part-time

Reference number

342-BR052-0325

Job locations

Callington Road Hospital

Marmalade Lane

Bristol

BS5 5BJ

Supporting documents

Please view the full job description on NHS Jobs for attached documents.

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Avon & Wiltshire Mental Health Partnership NHS Trust's privacy notice (opens in a new tab)

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