Detailed job description and main responsibilities

To provide administration and secretarial support to the Bristol Inpatient Psychology team based at Larch therapies building, Callington Road Hospital. There will be an expectation for the post holder to be highly motivated, flexible and multi-skilled with very good organisational skills. They will possess excellent working knowledge of all Microsoft Office systems including Word and Excel.

The post holder will be able to work to high standards to meet deadlines, collate data and maintain standards relating to administrative processes. They will need to be able to work within a team effectively and share work streams where appropriate.

There may be a requirement to provide supervision to support administrators or apprentice posts.

The post holder will be required to arrange meetings, take formal minutes and keep appropriate records on the most up to date templates. They will also support with administration duties related to staff support debriefs and the inpatient psychology training programme. Their work is managed rather than supervised and they are accountable for their own actions – manager is available for reference but generally, they will manage their own workload.

Description of the duties

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

•        Providing Secretarial support to named 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. 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.

Arrange meetings and appointments for members of the team, negotiating diary conflicts and competing priorities as appropriate. Including the scheduling of the following below using Microsoft IT packages and AWP in house systems including Windows 11 and Microsoft 365.

•        Emails MS Outlook

•        Diary Management MS Outlook

•        Excel

•        Microsoft Word

•        PowerPoint

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.

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 standards

Provide 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.

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