Band 3 Clinical Services Administrator - Devizes

NHS; Devizes; Hybrid; GBP 24,000 - 27,000; Full time

Job summary

A healthcare organization is seeking a highly motivated administrator to provide essential administrative support to the Clinical Staff of the North East Wiltshire Community Mental Health Team. Responsibilities include managing diaries, arranging appointments, and handling communication with various stakeholders. The role offers 37.5 hours of work per week, with hybrid working available after probation. Previous customer care experience, excellent IT skills, and the ability to manage sensitive information are essential for success in this role.

Qualifications

• Experience of organising and maintaining a busy office.
• Demonstrates clear understanding of principles of confidentiality.
• Empathetic and sensitive to others’ needs.

Responsibilities

• Manage diary and email for clinical staff.
• Organise meetings and take minutes.
• Handle enquiries from external stakeholders.

Skills

Excellent IT skills

Customer care skills

Minute taking

Organizational skills

Job description

Job summary

We are looking for a highly motivated and enthusiastic administrator to join our friendly team. You will provide administrative support to Clinical Staff of the North East Wiltshire Community Mental Health Team based in Devizes and Chippenham.

The role involves working directly with Consultants, Resident Doctors, Clinical Staff, other administrative staff, outside agencies and third‑party sectors.

Key responsibilities include diary and email management, arranging appointments and clinics, producing documents, organising meetings and taking minutes, and adapting to changing priorities while managing workload.

Transport access is essential. Working hours are 37.5 hours per week, Monday to Friday 9.00am to 5.00pm. Hybrid working available after probation.

About us

Avon & Wiltshire Mental Health Partnership NHS Trust is a diverse organisation with over 5,000 staff providing inpatient and community‑based mental health care. We serve approximately 1.8 million people across Wiltshire, Dorset, Bath, North East Somerset, Bristol, North Somerset, South Gloucestershire, Swindon and parts of Dorset.

We promote mental health and wellbeing, encourage applicants from all backgrounds, and are committed to support a positive research and evidence‑based environment.

Location

Green Lane Hospital, Marshal Road, Devizes, SN10 3FG

Contract & Working pattern

Permanent full‑time

Reference number

342-WTS247-1225

Band & Salary

Band 3

£24,937 to £26,598 a year

Responsibilities

• Excellent written and verbal communication skills; liaise with a wide range of people, including outside agencies, using tact and persuasion.
• Exchange verbal and written information with patients, staff and carers relating to appointments, admissions and meetings.
• Provide and receive routine and complicated information, including dealing with enquiries from external stakeholders and the public.
• Work within a multi‑disciplinary environment ensuring effective communication with appropriate team members.
• Receive and open mail (paper and electronic) and distribute/despatch appropriately.
• Manage telephone and face‑to‑face contacts with distressed service users in a supportive and empathetic manner.
• Exercise judgement when resolving non‑clinical patient problems, conflicting diary appointments or schedules, clinics, meetings, tribunals.
• Manage the organisation of meetings, compile agendas and prepare supporting papers.
• Type patient reports, correspondence and e‑mails; maintain accurate patient data on the RiO system.
• Manage clinics and waiting lists on behalf of Consultants and Resident Doctors, ensuring timely appointment letters.
• Deal with prescription enquiries from Service Users; liaise with Consultants, Resident Doctors and Pharmacy, updating prescription spreadsheets.
• Take accurate minutes of various meetings.
• Order supplies, including non‑stock orders.

Qualifications & Person Specification

• IT Skills – Excellent IT skills utilising various systems, fast and accurate keyboard skills.
• Minute Taking & Organisational Skills – Experience of organising and maintaining a busy office; experience of administrative systems and office procedures; demonstrates good time‑keeping and diary management.
• Customer Care Skills – Previous customer care skills; empathetic and sensitive to others’ needs; shows understanding of mental health.
• Governance & Confidentiality – Demonstrates clear understanding of principles of confidentiality.
• Desirable Experience – Experience working in NHS; experience of working in mental health services; previous experience of working as a medical or legal secretary; understanding of managing challenging conversations.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and will require a Disclosure and Barring Service check to check for any previous criminal convictions.