Band 3 Clinical Services Administrator - BSW

Avon and Wiltshire Mental Health Partnership NHS Trust; Bath; On-site; GBP 20,000 - 30,000; Full time

Job summary

Join a leading mental health service as an Administrator, providing essential support across Bath & North East Somerset. This varied role includes managing schedules, supporting clinicians, and maintaining service user records, within a dynamic team dedicated to improving mental health. Ideal for individuals who thrive in challenging and supportive environments.

Qualifications

• NVQ 3 or relevant administrative experience required.
• Good IT skills in Word, Excel, and PowerPoint essential.
• Ability to manage own workload effectively.

Responsibilities

• Maintain and update service user records.
• Coordinate and manage clinicians' diaries.
• Communicate with various stakeholders effectively.

Skills

Good IT Skills

Excellent communication skills

Ability to work without direct supervision

Education

NVQ 3 qualification or relevant experience

Tools

Microsoft Office

Job description

Job overview

The Primary Care Complex Emotional Needs Service is brief psychological service aimed at improving the lives of people who may struggle with emotional and relational difficulties associated with a diagnosis of personality disorder.

With additional investment we are now extending our support to individuals with Complex PTSD (cPTSD), bridging the gap between primary care and secondary mental health services. We're now looking for a dedicated and organised Administrator who is excited to contribute to a dynamic, evolving service. If you're someone who thrives in a team, enjoys variety in your workday, and wants to be part of a forward-thinking mental health service, we'd love to hear from you.

The successful applicant can be based at an AWP site in either BaNES, Swindon or Wiltshire.

Main duties of the job

As a vital member of the team, you will provide essential administrative support across Bath & North East Somerset, Swindon, and Wiltshire. Your role will be varied and rewarding, involving:

Being the first point of contact for service users, offering a warm and professional response on the phone and by email

Supporting clinicians through tasks like writing letters, taking meeting minutes, and scheduling appointments

Assisting with the coordination of both individual and group therapy sessions

Working closely with a senior administrator and a team of experienced psychological therapists

Playing an active role in the ongoing development and improvement of our service

We're looking for someone who is motivated, flexible, and capable of working with a high level of autonomy in a busy environment.

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 and across the county of Wiltshire.

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

Maintain and update accurate service user records on patient systems

Coordinate and manage clinicians' diaries, including setting up both individual and group therapy sessions

Communicate effectively with a range of stakeholders, including:

Service users

Other AWP teams

External partners such as GPs and third-sector organisations

Draft and send out clinical letters

Answer phone calls with a warm and confident telephone manner, and appropriately direct inquiries to the clinical team. You'll need to be comfortable speaking with individuals who may be in distress, offering reassurance and empathy

Organise meetings, including room bookings and minute-taking

Collaborate with clinicians and the lead administrator to support the smooth running of daily service operations across BSW

Assist in collating data for Key Performance Indicators (KPIs) and support the generation of regular reports

Confidently use a range of NHS and AWP systems including RiO, DrDoctor, and Microsoft Office

Person specification

Education and Qualification

Essential criteria

• NVQ 3 qualification or relevant experience in administrative systems and office procedures

Desirable criteria

• Administration experience in a health/social care setting

Skills

Essential criteria

• Good IT Skills - competent in Word, Excel, Powerpoint.
• Excellent communication skills, both verbal and written
• Ability to work without direct supervision Plan and prioritise own workload

Desirable criteria

• Diary management

Experience

Essential criteria

• Evidence of working well in a team
• Empathy for individuals who have experienced mental health problems

Desirable criteria

• 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.

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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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

• Band 3 Clinical Admin JD (PDF, 324.7KB)
• Inclusive Top 50 UK Employers List (PDF, 78.9KB)