Band 3 Clinical Services Administrator - Bath

Avon and Wiltshire Mental Health Partnership NHS Trust; Bath; On-site; GBP 60,000 - 80,000; Full time

Job summary

A regional health service provider is looking for an efficient and enthusiastic administrator to support the BANES Older Adults Community Mental Health Team. The role includes managing team inboxes, booking appointments, and general administrative duties. Candidates should have an NVQ 3 qualification or relevant experience in administrative systems, strong IT skills, and empathy for individuals with mental health challenges. This is a full-time office-based position based in Bath with a commitment to diversity and inclusion.

Benefits

Regular training courses

Annual appraisal

Supportive work environment

Qualifications

• Strong IT skills, including knowledge of Microsoft Office systems.
• Empathy for individuals who have experienced mental health problems.
• Ability to show initiative and work proactively with minimal supervision.

Responsibilities

• Managing team inboxes and referrals.
• Booking appointments and supporting clinicians with medical documentation.
• Updating patient databases with information and documents.

Skills

Administrative skills

Customer service

Problem-solving

Flexibility

Empathy

Communication skills

Education

NVQ 3 qualification or relevant administrative experience

Tools

Microsoft Office applications

Job description

Job overview

We are looking for an efficient and enthusiastic administrator to join BANES Older Adults Community Mental Health Team - a friendly multi-disciplinary team who are integrated with the Local Authority to provide a combination of health and social care within our older adults service.

The post holder will need a wide range of administrative skills and to be able to use Microsoft Office applications and IT packages confidently. There will be elements of customer service, problem solving and the need to be flexible to meet the demands of the team.

The role will include both verbal and written communication with a wide range including service users, their families/carers, health and social care practitioners and other agencies involved with mental health care. You will need to have empathy along with a degree of resilience and good communication skills. The ability to take accurate messages and ensure they reach the right person will be essential.

Main duties of the job

The admin team supports various consultant clinics so booking appointments and formatting clinic letters will be a regular task. There will also be general office duties including minute taking and updating patient record systems in order to help the service run smoothly.

This is a varied role and requires the post holder to be flexible and able to adapt to constant changes in workload. You will have the opportunity to attend numerous training courses and will have regular formal supervision and an annual appraisal. This role sits under the Band 3 Clinical Services Administrator job description.

Hours of work are Monday to Friday, 9am to 5pm, 37.5 hours per week. This is an office based role at NHS House, Bath and sits within our older adults service alongside with other administrative staff and a wide range of mental health and social care practitioners.

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.

AWP is committed to support and create a positive research and evidence-based environment and culture, which can have a beneficial impact on everyone who works for the organisation and the care we provide to those who use our services.

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

Someof the duties within this role will be:

• Managing team inboxes, ensuring emails and referrals are dealt with effectively and efficiently.
• Answering the telephone to service users, their families/carers and a range of health and social care professionals.
• Supporting clinicians with appointment arrangements and medical documentation.
• Arranging meetings and minute taking.
• Processing referrals for the service.
• Updating patient databases with information and documents.
• Supporting performance monitoring reporting for the team.
• Providing general office admin support as needed within the team and also cross cover to other admin teams within BANES Locality.

This is an office-based admin role to provide a general administrative support for the service as needed. This may include other administrative tasks not specified above. Please see the attached job description for a Band 3 Clinical Services Administrator.

Person specification

Job criteria

Essential criteria

• NVQ 3 qualification or relevant experience in administrative systems and office procedures
• Evidence of working well in a team
• Ability to show initiative and work proactively with minimal supervision
• Ability to prioritise and manage workload independently, particularly conflicting demands
• Excellent written and verbal communication skills
• Strong IT Skills, including knowledge of Microsoft Office systems
• Empathy for individuals who have experienced mental health problems

Desirable criteria

• Administration experience in a health/social care setting
• 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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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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Employer certification / accreditation badges

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Application numbers

This vacancy may close early if it receives a high number of applications. Please complete and submit your application in good time to avoid disappointment.
Documents to download

• Job Description (PDF, 639.4KB)
• Inclusive Top 50 UK Employers List (PDF, 78.9KB)
• Financial Support & Discounts (PDF, 919.6KB)
• Value of the NHS Pension Scheme (PDF, 279.0KB)