Band 4 - Lead Administrator - Blackberry Hill Hospital, Bristol

Avon & Wiltshire Mental Health Partnership NHS Trust

The closing date is 29 April 2025

Job summary

Integrated Non Custodial Services (IN-CS) are multi agency and multidisciplinary services working with the criminal justice pathway. The lead administrator role is a pivotal post ensuring that all the clinical services within the teams run smoothly. Manging a small team of administrators the post holder will coordinate admin tasks and support the senior management team within the partnership. This is a really exciting opportunity to be involved at the very beginning of a 7 year contract with a dynamic and innovative clinical delivery model.

Main duties of the job

To provide comprehensive administration and secretarial support to multidisciplinary teams, wards or departments including named medical staff, junior medical staff and the system-wide multi-disciplinary team.

You will need to be highly motivated, flexible and multi-skilled with excellent organisational skills. Possessing excellent working knowledge of all Microsoft Office systems including Word and Excel.

You will be able to work to high standards and will be required to take personal details from people and upload onto the electronic patient record system (RiO). You will need to meet deadlines, collate data and maintain standards relating to administrative processes. You will need to be able to work within a team effectively and share work streams where appropriate.

You will be expected to line manage others and will provide support and guidance for matters that are escalated to them by Clinical Services Administrators, working without direct supervision and management of their own workload.

The post holder will be key in maintaining diaries and arranging meetings, taking formal minutes and keeping appropriate records on the most up to date templates. Your work is managed rather than supervised and you are accountable for your own actions - manager is available for reference but generally, you will manage your own workload.

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.

AWP is committed to support and create a positive research and evidence-based environment and culture, which can have a beneficial impact on everyone who works for the organisation and the care we provide to those who use our services.

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.

Date posted

15 April 2025

Pay scheme

Agenda for change

Band

Band 4

Salary

£26,530 to £29,114 a year

Contract

Permanent

Working pattern

Full-time, Part-time, Job share

Reference number

342-SS052-0425

Job locations

Bybrook Lodge

Blackberry Hill Hospital

Bristol

BS16 2JR

Job description

Job responsibilities

Liaise with a wide range of stakeholders, both internal to the organisation and external, including:

Medical Staff

Multidisciplinary Teams (Community or Inpatient)

Services Users and Carers

Health and Social Care teams

Third sector/voluntary agencies

Community groups and local authority provision

Other statutory agencies e.g. Police, Ministry of Justice etc.

Excellent communication skills, written and verbal, with a wide range of people, including outside agencies, sometimes requiring tact and persuasive skills where there may be barriers to understanding or agreement.

Exchange verbal and written information with patients, staff and carers relating to appointments, admissions and meetings etc.

Provide and receive routine and complicated information, including dealing with enquiries from external stakeholders and the public. This may include sensitive information.

Work within a multi-disciplinary environment ensuring that communication with appropriate team members is effective.

To receive and open mail (paper and electronic as necessary) and distribute/despatch accordingly ensuring appropriate action is taken with high priority items.

To manage both telephone and face to face contacts with distressed service users in a supportive and empathetic manner.

Exercise judgement when dealing with patient inquires, analyse and resolve non-clinical patient problems including resolving conflicting diary appointments or schedules, clinics, meetings, tribunals etc.

Job description

Job responsibilities

Liaise with a wide range of stakeholders, both internal to the organisation and external, including:

Medical Staff

Multidisciplinary Teams (Community or Inpatient)

Services Users and Carers

Health and Social Care teams

Third sector/voluntary agencies

Community groups and local authority provision

Other statutory agencies e.g. Police, Ministry of Justice etc.

Exchange verbal and written information with patients, staff and carers relating to appointments, admissions and meetings etc.

Provide and receive routine and complicated information, including dealing with enquiries from external stakeholders and the public. This may include sensitive information.

Work within a multi-disciplinary environment ensuring that communication with appropriate team members is effective.

To receive and open mail (paper and electronic as necessary) and distribute/despatch accordingly ensuring appropriate action is taken with high priority items.

To manage both telephone and face to face contacts with distressed service users in a supportive and empathetic manner.

Person Specification

qualification

Essential

NVQ 3 in Team Leader/Supervisor or similar relevant qualification or Equivalent competence acquired by experience and willingness to undertake NVQ 3 Team Leader/Supervisor qualification under the Trust Apprenticeship Scheme

Experience

Essential

Experience of working as part of a team
Experience of general office routine and filing systems
Experience of using specialist Intermediate theoretical knowledge of admin terminology and organisational procedures to enable problem solving etc.

Desirable

Administration experience in a health/social care setting

Abilities

Essential

Ability to take and convey clear messages
Ability to prioritise and work to conflicting demands
Ability to problem solve
Ability to deal with difficult situations

Person Specification

qualification

Essential

NVQ 3 in Team Leader/Supervisor or similar relevant qualification or Equivalent competence acquired by experience and willingness to undertake NVQ 3 Team Leader/Supervisor qualification under the Trust Apprenticeship Scheme

Experience

Essential

Experience of working as part of a team
Experience of general office routine and filing systems
Experience of using specialist Intermediate theoretical knowledge of admin terminology and organisational procedures to enable problem solving etc.

Desirable

Administration experience in a health/social care setting

Abilities

Essential

Ability to take and convey clear messages
Ability to prioritise and work to conflicting demands
Ability to problem solve
Ability to deal with difficult situations

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.