Clinical Services Lead Administrator - Warminster
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. You will need to be organised and flexible, managing your own workload while reacting to current requests and demands.
You will oversee the day-to-day running of the admin office and administrative tasks, providing monthly supervision and annual appraisals to the other administrators within the team.
You will also receive monthly supervision and annual appraisal. There will be opportunities for additional training and skill development, utilising 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 prioritise and organise your own workload, as well as sharing admin work streams, to ensure effective support to the clinical team. You will possess a high standard of secretarial and administrative skills and have a good working knowledge of 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 various meetings, such as formal HR meetings.
You will work closely with the team manager to monitor the clinical team KPI's and assist 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 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.
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 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 give better care.
At AWP, we actively encourage applicants from all backgrounds; we particularly welcome 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.
Job 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)
* 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
Person Specification
* 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 in a health/social care setting.
* Experience of working as part of an admin team.
* Knowledge of routine and non-routine administrative procedures acquired through qualification or experience.
* Experience of handling high volumes of telephone calls.
* Experience of managing/supervising staff.
* Experience of working in mental health services.
* 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.
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