Job description
Job overviewWe 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 30 hours per week.
Main duties of the jobYou 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 Job Description for a full list of duties and responsibilities.Working for our organisationWe are the lead provider of healthcare for people with serious mental illness, learning disabilities and autism across Bath and North East Somerset (BaNES), Swindon and Wiltshire, and Bristol, North Somerset and South Gloucestershire.
We aim to provide High Quality, Compassionate Care everywhere, every day. This means our services will be safe, clinically effective and provide a positive all round experience for our patients, families and carers. And we believe passionately in treating everyone with kindness, respect and empathy.
Key to this is providing a supportive and safe environment for our 4,000 staff where we all feel welcome and able to do the best we can for those we support. Our staff and teams work incredibly hard delivering services across more than 90 locations, covering 2,200miles, to more than 1.8million people.
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.
Detailed job description and main responsibilities 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 Job Description file for a full list of duties and responsibilities.
Right to Work in the UK: This position is not eligible for Skilled Worker visa sponsorship. Applicants must already hold the legal right to work in the UK at the time of application, as the organisation is unable to support sponsorship for this post.Person specificationEssential Essential criteria - NVQ level 3 in Business & Administration, or the equivalent level of experience and knowledge.
Essential Essential criteria - Proficient in IT, including Microsoft Word, Excel, and internet navigation
Essential Essential criteria - Strong communication abilities, with proficiency in both spoken and written formats.
Essential Essential criteria Desirable Desirable criteria - Administration experience in a health/social care setting
Desirable Desirable criteria - Ability to work without direct supervision
Desirable Desirable criteria - RSA Level 3/NVQ Level 3, or equivalent knowledge and experience.
Desirable Desirable criteria - Experience of working as part of a team
Essential Essential criteria - Demonstrates a clear understanding of the principles of confidentiality.
Other Requirements Essential criteria - Empathy for individuals who have experienced mental health problems and ability to cope with behaviour which may be challenging at times.
We are proud to be fostering a diverse workforce that reflects our communities. A key commitment to this is improving staff representation from Black, Asian and Minority Ethnic communities, those from the LGBTQ+ communities, people with 'lived-experience' of mental health conditions and people living with disabilities,- we are a 'Disability Confident Employer' offering a guaranteed interview to Disabled applicants who meet the essential criteria. This includes people with a variety of disabilities and neurodivergent conditions (for example autism, ADHD, sensory, physical and learning disabilities).
We encourage applications from people who wish to work on a flexible basis, recognising that flexibility may mean a range of different working patterns and hours, we do our utmost to work with our staff to meet their needs and the needs of our service users.
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