Job Description

Are you an experienced and highly motivated administrator looking for a new challenge?

Are you approachable, friendly, and compassionate, with enthusiasm for developing new skills?



If this describes you, then this could be the opportunity for you to join a progressive and forward-thinking mental health service.



This varied and interesting role provides administrative support to our Community Teams. You will demonstrate good initiative and judgment, working independently as well as part of the wider admin team. Strong communication and organisational skills are essential. Service user care is at the heart of our work, so empathy and compassion are a must.



Flexible working arrangements are available, including school hours and some home working.



Ideally, you will have previous clerical and administrative experience and a good working knowledge of Microsoft Office packages.

Role Summary:

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



This will include acting as the first point of contact for the team, ward, or department, which may involve duties such as meeting and greeting visitors, receiving initial enquiries, and directing telephone calls.



You will need to be flexible and responsive to current requests and demands.



You should have empathy for, and ideally experience of, working with people who have experienced mental health challenges. A degree of resilience is required, as some aspects of the work may involve details of a distressing nature. Full support is provided by AWP through peer support, regular formal supervision, and access to the Employee Assistance Programme.



Please see the attached for a full list of duties and responsibilities.



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.

Please note:

AWP is unable to offer a Sponsorship Visa for this role.

Key Responsibilities:

Liaise with a wide range of stakeholders, both internal and external, including:



Medical staff



Multidisciplinary teams (Community or Inpatient)



Service 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)



Provide secretarial support to named medical staff and the management team.



Utilise written and verbal communication skills to engage with a wide range of people, including external agencies, using tact and persuasive skills where there may be barriers to understanding or agreement.



Exchange verbal and written information with patients, staff, and carers regarding appointments, admissions, and meetings.



Provide and receive routine and complex information, including handling enquiries from external stakeholders and the public.



Maintain and update patient notes, collate information for transfer of care, and handle sensitive information appropriately.



Work effectively within a multi-disciplinary environment, ensuring clear communication with team members.



Facilitate administrative processes for team meetings and other activities.



Receive and distribute mail (paper and electronic), ensuring appropriate action is taken with high-priority items.



Manage telephone and face-to-face contacts with distressed service users in a supportive and empathetic manner.



Exercise judgment when dealing with patient enquiries, resolving non-clinical issues such as conflicting diary appointments, schedules, clinics, meetings, and tribunals.



Escalate issues to the Lead Clinical Services Administrator as appropriate.



Arrange meetings and appointments for team members, negotiating diary conflicts and competing priorities, including scheduling:



Consultant clinic appointments



Tribunals



Room bookings



Other bookings as required



Type patient reports, correspondence, and emails as required; handle telephone and face-to-face enquiries from patients; input accurate and up-to-date patient data onto the RiO system.



Order stationery and other necessary items for the team via the procurement system.



Manage petty cash float/handling and support the induction of new staff members as required.



Please see the attached for a full list of duties and responsibilities.