Band 3 Clinical Services Administrator - BSW

Avon & Wiltshire Mental Health Partnership NHS Trust; Bath; On-site; GBP 22,000 - 26,000; Full time

Job summary

A leading mental health organization is seeking an organized Administrator to support a dynamic service for individuals facing emotional difficulties. The successful candidate will play a vital role in coordinating operations and providing administrative assistance across multiple locations, ensuring high-quality support for both clinicians and service users.

Qualifications

• Essential NVQ 3 qualification or relevant experience.
• Good IT Skills with proficiency in Word, Excel, and PowerPoint.
• Excellent verbal and written communication skills.

Responsibilities

• First point of contact for service users, responding professionally.
• Maintain accurate service user records and manage clinician diaries.
• Assist with coordinating therapy sessions and meetings.

Skills

Communication

IT Skills

Teamwork

Education

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

Tools

Microsoft Office

Job description

Job summary

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.

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 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.

Job description

Job 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. Youll 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

Job description
Job 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. Youll 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

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

Desirable

• Administration experience in a health/social care setting

Skills

Essential

• 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

• Diary management

Experience

Essential

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

Desirable

• Ability to cope with behaviour which may be challenging at times

Person Specification
Education and Qualification

Essential

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

Desirable

• Administration experience in a health/social care setting

Skills

Essential

• 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

• Diary management

Experience

Essential

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

Desirable

• Ability to cope with behaviour which may be challenging at times

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.

Employer details

Employer name

Avon & Wiltshire Mental Health Partnership NHS Trust
Address

Bath NHS House

Newbridge Hill

Bath

BA1 3QE

Employer's website