Job summary
We are looking for an enthusiastic and diligent administrator to provide all round admin support to Wiltshire Locality Management.
This is a busy and varied role working in collaboration with the Business Co-ordinator to support the Senior Management Team for Wiltshire, requiring strong administrative and organisational skills. You will need to be flexible and reactive to the current requests and demands, whilst managing your own workload.
Main duties of the job
Good Microsoft Office skills including Outlook and MS Teams are essential as the role includes diary organisation and meeting support. There will be a range of NHS and AWP systems to become familiar with including systems that support incident reporting, compliments and complaints (full training and support will be given).
The role holder will become part of our supportive and friendly Band 4 Lead Admin network in Wiltshire. AWP are able to offer training opportunities to support those wishing to develop their skills and career, including admin focused professional development events. There is the chance to gain staff supervision experience with this role. AWP also offer all staff monthly one to one supervision and annual appraisals.
This is a full time role (Monday to Friday 9-5).
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, 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
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
The role will be varied and reactive to the needs of the locality management, including becoming involved in projects and transitions. There will also be the opportunity to develop supervision skills.
Some of the responsibilities will include:
a) Running the Management Admin inbox; answering emails, appropriately sharing information and signposting. We would want the role holder to develop a good sense of prioritising and what needs escalating.
b) Working closely with the Business Co-ordinators in providing support to the Operations Manager and Clinical Lead including diary management.
c) Arranging meetings, booking rooms, creating agendas and minute taking (formal and informal, face to face and MS Teams). This will include regular governance meetings and may include sensitive meetings.
d) Using a wide range of NHS and AWP Admin and IT Systems purchase orders, NHS supplies, Ourspace, MS Office, room booking, basic Rio, Report Zone.
e) Supporting senior management with the processes for incidents reporting and complaint resolution.
f) Having knowledge and experience of AWP admin and IT systems - purchase orders, NHS supplies, Ourspace, all MS Office, room booking, basic Rio, Reportzone, Ulysses incident reporting.
g) Gaining knowledge of performance monitoring requirements for the teams in the locality and supporting the collation of monthly performance reports.
f) Being part of our friendly and supportive Band 4 Admin network to support our locality Admin team and help with the ongoing improvement in our admin systems and processes.
Job description
Job responsibilities
The role will be varied and reactive to the needs of the locality management, including becoming involved in projects and transitions. There will also be the opportunity to develop supervision skills.
Some of the responsibilities will include:
a) Running the Management Admin inbox; answering emails, appropriately sharing information and signposting. We would want the role holder to develop a good sense of prioritising and what needs escalating.
b) Working closely with the Business Co-ordinators in providing support to the Operations Manager and Clinical Lead including diary management.
c) Arranging meetings, booking rooms, creating agendas and minute taking (formal and informal, face to face and MS Teams). This will include regular governance meetings and may include sensitive meetings.
d) Using a wide range of NHS and AWP Admin and IT Systems purchase orders, NHS supplies, Ourspace, MS Office, room booking, basic Rio, Report Zone.
e) Supporting senior management with the processes for incidents reporting and complaint resolution.
f) Having knowledge and experience of AWP admin and IT systems - purchase orders, NHS supplies, Ourspace, all MS Office, room booking, basic Rio, Reportzone, Ulysses incident reporting.
g) Gaining knowledge of performance monitoring requirements for the teams in the locality and supporting the collation of monthly performance reports.
f) Being part of our friendly and supportive Band 4 Admin network to support our locality Admin team and help with the ongoing improvement in our admin systems and processes.
Person Specification
Assessment
Essential
- NVQ3/QCF in administration or equivalent level of knowledge and experience
- Excellent IT skills
- Knowledge of routine and non-routine administrative process
- Experience of working in a busy office and prioritising own workload
- Understanding and empathy towards mental health
- Experience of working as part of a team
- Excellent communication skills both verbal and written
- Minute taking experience
Desirable
- Administration experience in a health or social care setting or within a mental health team
- Experience of supervising staff
- Experience of monitoring KPIs
Person Specification
Assessment
Essential
- NVQ3/QCF in administration or equivalent level of knowledge and experience
- Excellent IT skills
- Knowledge of routine and non-routine administrative process
- Experience of working in a busy office and prioritising own workload
- Understanding and empathy towards mental health
- Experience of working as part of a team
- Excellent communication skills both verbal and written
- Minute taking experience
Desirable
- Administration experience in a health or social care setting or within a mental health team
- Experience of supervising staff
- Experience of monitoring KPIs
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.
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