Job Overview
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, you 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 KPIs 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, including ordering stationery, clinical supplies, and non-stock ordering.
You will also need to be an excellent team player, with strong personal resilience.
Working for Our Organisation
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.
Detailed Job Description and Main Responsibilities
1. Answering the main phones for the team and dealing with enquiries.
2. Taking accurate messages and passing them on in a timely manner.
3. Uploading and recording information on RiO (Patient Electronic file).
4. Typing clinical letters and posting them, ensuring a copy is uploaded to RiO.
5. Taking minutes of various meetings (including formal HR meetings).
6. Producing documents, reports, and agendas.
7. Assisting the team manager with KPI monitoring and performance reports.
8. Inputting information onto the health roster system.
9. Ordering supplies, including non-stock orders.
10. Providing monthly supervision for admin staff.
11. Providing annual appraisals for admin staff.
12. Managing the day-to-day running of the admin office.
13. And any other general administrative tasks.
14. Liaising 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 Justice.
Person Specification
Essential
* NVQ Level 3 in Business & Administration or the equivalent level of experience and knowledge.
* Excellent IT skills and knowledge of all Microsoft Office Packages, especially Word and Excel.
* Experience of working as part of an admin team.
* Knowledge of routine and non-routine administrative procedures acquired through qualification or experience.
* Experience of managing/supervising staff.
* Excellent communication skills both verbal and written.
Desirable
* Experience of working in a health/social care setting.
* Experience of handling high volumes of telephone calls.
* Note taking/Audio typing.
* Experience of working in mental health services.
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.
Click here to view our applicant guidance.
Please apply to join us, we would love to hear from you. Any personal details you supply to us are kept safe in line with the General Data Protection Regulations.
Adverts normally close for application a few minutes before midnight on the closing date and we will let you know if we are offering you an interview by email via our recruitment system 'TRAC'. We contact all applicants within 4 weeks after the closing date, so please check your emails regularly once you have submitted your application; you are welcome to contact us, via the TRAC system, if you have any queries about your application.
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