Job Description

We are looking for a highly motivated and enthusiastic administrator to join our friendly team. You will be providing administrative support to the West Wiltshire Community Mental Health Team, both at Shearwater Lodge in Warminster and at Trowbridge Civic Centre in Trowbridge.



Trowbridge Civic Centre is a satellite base for our team, where they hold outpatient appointments. You would be the main admin support and contact person on-site for our team, so you must be confident in working autonomously, though full support will be provided by the Lead Administrator via Microsoft Teams, monthly supervision, and face-to-face contact. Clinical staff will be in and out of the building during the course of the working day.



A key part of this role is to maintain good communication and relationships with the management and staff who own the Trowbridge Civic Centre, so diplomacy and the ability to resolve issues amicably are essential.



We are looking for someone who is well-organised, with strong IT skills and proficient in using all Microsoft Office packages. You will have excellent communication skills, as the role involves some face-to-face contact with service users and their family members.



This role requires you to work across both sites, so access to transport is essential. Your working hours will be 22.5 hours per week, covering Wednesday, Thursday, and Friday, from 8:30 a.m. to 4:30 p.m. or 9:00 a.m. to 5:00 p.m., depending on the demands of the service.



You will be working as part of a busy administrative team, working across both sites, and will need to be able to prioritise and organise your own workload, as well as share admin workstreams to ensure effective and efficient support to the clinical team.



The role requires you to be able to manage diaries, team and admin inboxes, as well as email management, producing documents, arranging appointments, organising meetings, and taking minutes. You will need to be flexible and reactive to changing priorities while managing your own workload. Some administrative tasks have tight deadlines, so you will need to be able to work well under pressure; personal resilience is essential.



You will possess a high standard of secretarial and administrative skills and have a good working knowledge of all Microsoft Office systems, especially Word and Excel. You will be willing to undertake training in order to use other software packages, including our electronic patient record system (RiO).



The role will involve taking calls from service users, carers, GPs, and other external agencies, as well as liaising with clinical teams and staff, so good communication skills, both written and verbal, are essential.



Please see attached file 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 both inpatient and community-based mental health care.



We deliver 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 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 provide better care.



AWP is committed to supporting and fostering a positive, research-informed, and evidence-based environment and culture. This approach benefits everyone who works for the organisation and enhances the care we provide to those who use our services.



At AWP, we actively encourage applicants from all backgrounds. We are particularly keen to receive applications from individuals from Black, Asian, and minority ethnic backgrounds, those with disabilities, and members of the LGBTQ+ community. We value the unique blend of experiences, perspectives, and knowledge that diversity brings--because diversity makes us stronger.

Key Responsibilities and Skills:

Liaise effectively with a wide range of stakeholders, both internal and external to the organisation, including:



Medical staff



Multidisciplinary teams (community and inpatient)



Service users and carers



Health and social care teams



Third sector and voluntary agencies



Community groups and local authority services



Other statutory agencies (e.g. Police, Ministry of Justice)



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



Utilise strong written and verbal communication skills to engage with a diverse range of individuals and external agencies, applying tact and persuasive skills where barriers to understanding or agreement may exist.



Exchange verbal and written information with patients, staff, and carers regarding appointments, admissions, meetings, and other service-related matters.



Provide and receive both routine and complex information, including responding to enquiries from external stakeholders and the public. This includes updating patient records, collating information for transfers of care, and handling sensitive data appropriately.



Work collaboratively within a multidisciplinary environment, ensuring effective communication with team members and facilitating administrative processes for team meetings.



Receive and manage incoming mail (both paper and electronic), ensuring prompt distribution and appropriate action on high-priority items.



Handle telephone and face-to-face interactions with distressed service users in a supportive and empathetic manner.



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