Job summary 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 based at Shearwater Lodge in Warminster. The lead administrator position is a busy and varied role, working in collaboration with the business coordinator and other admin colleagues, to support the team manager and the wider clinical team. As lead administrator, you will have excellent IT and communication skills. As well as being organised and will need to be flexible and reactive to current requests and demands, whilst managing your own workload. As the lead administrator, you will oversee the day to day running of the admin office and administrative tasks. You will be responsible for providing monthly supervision and annual appraisals to the other administrators within the team. You will also receive monthly supervision and annual appraisal. You will have the opportunity to do additional training and to develop your skills and knowledge, while utilising all the resources available within AWP to support your career pathway. This role requires you to work across multiple sites so access to transport is essential. The successful candidate will be offered some hybrid working, after their probation period. Your working hours will be 37.5 per week, covering Monday to Friday from 9.00am to 5.00pm. Main duties of the job You will be working as part of a busy administrative team and will need to be able to prioritise and organise your own workload, as well as sharing admin work streams, to ensure effective and efficient support to the clinical team.You will possess a high standard of secretarial and administrative skills, 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. You will be required to produce documents, reports and agendas, including taking minutes at a variety of meetings, such as formal HR meetings. You will work closely with the team manager to monitor the clinical team KPI's and will assist the team manager in producing their monthly performance report. The lead administrator role will include involvement in the recruitment of new administrative staff, while providing supervision, annual appraisals and training of other administrative staff within the team. You will be required to undertake general administrative tasks, this includes ordering stationary, clinical supplies and non-stock ordering. You will also need to be an excellent team player, with strong personal resilience. About us 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. Date posted 11 February 2025 Pay scheme Agenda for change Band Band 4 Salary £26,530 to £29,114 a year (pro rata) Contract Permanent Working pattern Full-time Reference number 342-WTS037-0225 Job locations Shearwater Lodge, Warminster 1 The Avenue Warminster BA12 9AB Job description Job responsibilities Answering the main phones for the team and dealing with enquiries. Taking accurate messages and passing them on in a timely manner. Uploading and recording information on RiO (Patient Electronic file). Typing clinical letters and posting them, ensuring a copy is upload to RiO. Taking minutes of various meetings (including formal HR meetings) Producing documents, reports and agendas. Assist the team manager with KPI monitoring and performance reports. Inputting information on to health roster system. Ordering supplies, including non-stock orders. Provide monthly supervision for admin staff. Provide annual appraisals for admin staff. Manage the day to day running of the admin office. And any other general administrative tasks. 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. Other statutory agencies e.g. Police, Ministry of Jus Job description Job responsibilities Answering the main phones for the team and dealing with enquiries. Taking accurate messages and passing them on in a timely manner. Uploading and recording information on RiO (Patient Electronic file). Typing clinical letters and posting them, ensuring a copy is upload to RiO. Taking minutes of various meetings (including formal HR meetings) Producing documents, reports and agendas. Assist the team manager with KPI monitoring and performance reports. Inputting information on to health roster system. Ordering supplies, including non-stock orders. Provide monthly supervision for admin staff. Provide annual appraisals for admin staff. Manage the day to day running of the admin office. And any other general administrative tasks. 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. Other statutory agencies e.g. Police, Ministry of Jus Person Specification Essential Essential NVQ Level 3 in Business & Administration or the equivalent level of experience and knowledge Essential Essential Excellent IT skills and knowledge of all Microsoft Office Packages, especially Word and Excel. Desirable Desirable Experience of working in a health/ social care setting Essential Essential Experience of working as part of an admin team. Essential Essential Knowledge of routine and non-routine administrative procedures acquired through qualification or experience Desirable Desirable Experience of handling high volumes of telephone calls Essential Essential Experience of managing/supervising staff. Desirable Desirable Note taking/ Audio typing. Desirable Desirable Experience of working in mental health services. Essential Essential Excellent communication skills both verbal and written. Person Specification Essential Essential NVQ Level 3 in Business & Administration or the equivalent level of experience and knowledge Essential Essential Excellent IT skills and knowledge of all Microsoft Office Packages, especially Word and Excel. Desirable Desirable Experience of working in a health/ social care setting Essential Essential Experience of working as part of an admin team. Essential Essential Knowledge of routine and non-routine administrative procedures acquired through qualification or experience Desirable Desirable Experience of handling high volumes of telephone calls Essential Essential Experience of managing/supervising staff. Desirable Desirable Note taking/ Audio typing. Desirable Desirable Experience of working in mental health services. Essential Essential Excellent communication skills both verbal and written. Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Additional information Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Employer details Employer name Avon & Wiltshire Mental Health Partnership NHS Trust Address Shearwater Lodge, Warminster 1 The Avenue Warminster BA12 9AB Employer's website http://www.awp.nhs.uk/about-us/working-for-us/ (Opens in a new tab)