Band 5 Business Coordinator - BaNES, Swindon & Wiltshire

Avon & Wiltshire Mental Health Partnership NHS Trust; Bath; On-site; GBP 28,000 - 36,000; Full time

Job summary

Band 5 Business Coordinator - BaNES, Swindon & Wiltshire is for an experienced administrator providing high-quality business support to the Senior Leadership Team. You will manage complex diary systems, organise and minute meetings, and act as the main admin contact for the service.

The role involves cross-divisional travel, information governance, and implementing admin processes to improve service delivery across the division.

Qualifications

• Experience providing senior admin support to Directors or Senior Managers in a large organisation.
• Proven ability to manage complex diaries and calendar coordination.
• Knowledge of NHS policies and confidentiality requirements.

Responsibilities

• Provide full business coordination and admin support to the Head of Service and senior leaders.
• Organise strategic meetings, take minutes, and maintain action trackers.
• Liaise with internal and external stakeholders including clinicians, services users and external agencies.
• Develop and implement admin procedures to improve efficiency and service delivery.
• Line manage administrative staff and support information governance and reporting.

Skills

Diary management

Stakeholder liaison

Meeting coordination

Communication

Confidentiality

Project work

Information governance

Education

Business Admin qualification

Degree level/ NVQ4

Tools

Microsoft Office

Outlook

PowerPoint

Excel

Publisher

Job description

Band 5 Business Coordinator - BaNES, Swindon & Wiltshire

Right to Work in the UK This position is not eligible for Skilled Worker visa sponsorship. Applicants must already hold the legal right to work in the UK at the time of application, as the organisation is unable to support sponsorship for this post.

BaNES, Swindon & Wiltshire (BSW) welcome applications for the role of a Band 5 Business Co-ordinator to operate across the division following the Trust decision to move into a service line model commencing in January 2027. There will be an expectation to travel across the BSW division as necessary.

We are looking for an experienced senior administrator to provide highly efficient and accurate business support for the BSW (service line TBC) Senior Leadership Team (SLT) on a day to day basis, which will include organising strategic and senior meetings as well as administering them along with being the main point of contact for the service administration team across the identified service.

The post holder will report directly to the BSW Business Manager and the Head of Service and work within the BSW services. The team includes the Head of Service and Head of Patient Safety and Quality Improvement and senior managers. You will be integral to the wider leadership team

Main duties of the job

Provide full business co-ordination and administrative provision including complex diary management to the Head of Service and Head of Patient Safety and Quality Improvement on a day to day basis.

Independently manage your own workload while adapting work priorities to meet deadlines.

Arrangement of meetings, minute taking and action trackers and distribute as required.

Be the first point of contact for liaison/communication on behalf of the Senior Leadership Team with a wide range of stakeholders including Service Users and Carers, Multi-disciplinary Teams, Health and Social Care and other Statutory Agencies.

Ensure Information Governance compliance and confidentiality is maintained at all times.

Undertake defined project work as required.

Having an overview of effective information systems for the community service by working closely with colleagues and corporate teams and supporting performance compliance/service improvement.

Support the development and implementation of administrative functions and admin processes within the service line including the management of administration staff.

Support effective internal and external communication systems within the workstream including to external stakeholders as required.

About us

We are the lead provider of healthcare for people with serious mental illness, learning disabilities and autism across Bath and North East Somerset (BaNES), Swindon and Wiltshire, and Bristol, North Somerset and South Gloucestershire.

We aim to provideHigh Quality, Compassionate Careeverywhere, every day. This means our services will be safe, clinically effective and provide a positive all round experience for our patients, families and carers. And we believe passionately in treating everyone with kindness, respect and empathy.

Key to this is providing a supportive and safe environment for our 4,000 staff where we all feel welcome and able to do the best we can for those we support. Our staff and teams work incredibly hard delivering services across more than 90 locations, covering 2,200miles, to more than 1.8million people.

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 responsibilities

Supporting Head of Service, Head of Patient Safety and Quality Improvement including service managers in compiling and delivering Business Plans including liaison with a wide range of stakeholders, both internal to the organisation and external, including: Multidisciplinary Teams; Services Users and Carers; Health and Social Care teams i.e. GPs and community health; Senior Management; Other statutory agencies e.g. Police, Ministry of Justice, safeguarding etc.

Participating in and organising strategic, service and Trust/ Divisional/ Departmental meetings, including associated resources.

Developing and implementing administration procedures and protocols, which deliver quality and efficiency to meet the needs of service users and the service.

Providing and discussing confidential sensitive, contentious, or complex information with admin and clinical staff at all levels of the organisation, service users and others. This may include investigating and resolving relatively complex (non-clinical) staff problems within the admin team and supporting clinicians to resolve service problems.

Ensuring that admin staff manage a range of routine projects/tasks and intervene to resolve problems as they arise, to achieve expected outcomes.

Ensuring that admin staff plan activities or programmes e.g. meetings, events, conferences, etc., taking particular responsibility for more complex arrangements, of a sensitive or difficult nature.

Participating in the planning of on-call rotas as required.

Making presentations to colleagues and support managers to develop and deliver presentational materials when required.

Ensuring systems are in place to gather, analyse and report business performance and quality information, working closely with local managers and corporate teams.

Authorised signatory in line with delegated authority, including responsibility for the admin budget and liaising with management accountant.

Developing administrative information systems where required with the active support of the Divisional Business Manager and Corporate Information Leads.

Using IT packages, including Word, Excel, Outlook, Power Point, and Publisher to create reports, documents etc and ensuring consistent best practice use of such systems across admin functions.

Providing line management to designated group of administrative staff including: Participating in appointment panels, which may include being the Chair of panels; Inducting and training staff in locally used admin processes; E-rostering; Sickness management in line with Trust procedures, including referrals to Occupational Health; Supervision and Appraisal (training delivery and coordination); Completing grievance and disciplinary processes in line with Trust policy (which excludes the issue of final warnings and dismissals etc).; Recommending changes to the admin establishment where appropriate to the Business Manager.

Supporting research and development (R&D) work undertaken with in Division as required and carry out enquiries in relation to own work.

Undertake project work and any supporting reviews/evaluations

Take and distribute formal minutes, as necessary.

Undertaking audits of administrative procedures/protocols to gain assurance about delivery and best practice.

You may be required to, organise, and facilitate site/office moves both clinical and non-clinical, while liaising with Estates and Health & Safety departments.

Person Specification

• Business Administration qualification to degree level or equivalent qualifications e.g NVQ Level 4 or equivalent competencies acquired through experience
• Advanced level of IT skills to include use of Microsoft, Outlook, PowerPoint, Excel and Word.
• Experience of providing excellent administrative support to Director/s or a Senior Manager/s in a large Organisation.
• Experience in business support with complex diary management
• Able to plan and prioritise own workload.
• Ability to work to tight deadlines and remain calm under pressure.
• Understanding the importance of confidentiality and staff supervision/appraisal.
• Keyboard skills to produce reports, spreadsheets, minutes, presentations and correspondence.
• Knowledge of NHS, policies and procedures.
• Touch typing with high levels of typing speed.
• Ability to demonstrate behaviours consistent with the Trust's values.

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.