Band 3 Clinical Services Administrator - S.Glos in Kingswood inKingswood PUBLISHED MON 9 JUN 2025 Jump to job information section

We are looking to appoint a highly motivated, enthusiastic, flexible and resourceful individual with experience and/or an interest in working to support with service users accessing mental health services.

South Gloucestershire Psychological Therapy Service (PTS) is an established and supportive service with excellent relationships across teams. This is an exciting job opportunity for you to develop your career and to take on new challenges in an ever-changing environment. There may be scope for increasing hours in the future. The successful applicant will work from our Kingswood base, BS15.

The post holder will work closely with the other administrators (involving some phone cross cover) and will report to the Lead Admin and Head of Psychological Therapies. They will also support the Therapists to ensure the service meets service user outcomes, its key performance indicators and key stakeholder requirements.

We are looking for a reliable and organised individual with proven administration & secretarial skills, who is fully competent in the use of Microsoft Office, Excel and diary management with a warm and friendly telephone manner, experience of typing, notetaking and enjoy being a team player.

Please note - this vacancy is not eligible for a sponsorship.

To provide comprehensive administration and secretarial support to multidisciplinary teams, wards or departments including named medical staff, junior medical staff and the system-wide multi-disciplinary team.

This will include being the first point of contact for that team, and could involve duties such as meeting and greeting visitors, receiving initial enquiries and directing telephone calls.

There will be an expectation for the post holder to be highly motivated, flexible and multi-skilled with excellent 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 and will be required to take personal details from people and upload onto the electronic patient record system (Rio).

The post holder will need 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.

The post holder will be key in arranging meetings, taking formal minutes and keeping appropriate records on the most up to date templates. Their work is managed rather than supervised and they are accountable for their own actions - supervisor is available for reference but generally, they will manage their own workload.

About us

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

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.

The arranging and negotiation of various meetings including those with other agency involvement. Negotiating diary conflicts and competing priorities as appropriate.

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.

The provision of and updating of patient notes, collation of information for transfer of care etc.

Work within a multi-disciplinary environment ensuring that communication with appropriate team members is effective.

Facilitating the administration processes for the Team meeting.

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 including the scheduling of:

• Consultant Clinic Appointments
• Tribunals
• Room Bookings
• Other bookings as required

Arranging and rearranging as appropriate clinics, appointments 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.

Produce confidential correspondence and reports on a frequent basis.

Supporting the Team/Service Manager with the Administration of meeting, RCAs, investigations etc.

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.

Assist patients during incidental contact, to provide non-clinical advice or information to patients/relatives or carers.