Job summary
Are you passionate about people, purpose, and progress? We're seeking an enthusiastic and highly skilled Lead Administrator to join our remarkable Community Perinatal Mental Health Team, where compassion, innovation, and inclusivity are at the heart of everything we do.
We are a dynamic and multidisciplinary team providing specialist perinatal mental health support to birthing people, partners, and families. Our work is rooted in empathy, collaboration, and holistic care--and we're proud to serve a richly diverse community.
We strongly believe that diverse teams create stronger services, and we actively encourage applications from individuals of all backgrounds, identities, and lived experiences. Your perspective matters, and we're committed to creating a team where every voice is valued.
You'll bring strong administrative experience, ideally in healthcare or community services, alongside excellent communication and IT skills. If you've led or supported admin teams before and believe in the power of inclusive practice, we want to hear from you.
In return, we offer flexible working arrangements, opportunities for personal and professional development, and a supportive, forward-thinking workplace where you can make a lasting impact.
Main duties of the job
To provide comprehensive administration and support to the system-wide multi-disciplinary perinatal team.
There will be an expectation for the post holder to be highly motivated, flexible and multi-skilled with excellent organisational skills. They will possess excellent working knowledge of all Microsoft Office systems including Word and Excel.
The post holder 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). The post holder will need to meet deadlines, collate data and maintain standards relating to administrative processes. They will need to be able to work within a team effectively and share work streams where appropriate.
The post holder will be expected to line manage others and will provide support and guidance for matters that are escalated to them by Clinical Services Administrators. The post holder will be expected to work without direct supervision and manage 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. Their work is managed rather than supervised and they are accountable for their own actions - manager is available for reference but generally, they will manager their 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.
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
Liaise with a wide range of stakeholders, both internal to the organisation and external, including:
Medical Staff.
Multidisciplinary Teams.
Services Users and Carers.
Maternity Hospital Staff.
Health Visitors.
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 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.
Exercise judgement and empathy when dealing with patient inquires, analyse and resolve non-clinical patient problems including resolving conflicting diary appointments or schedules, clinics, meetings, tribunals etc.
Manage the organisation of key meetings including business meetings and conferences, grievance hearings etc. and compile and prepare agendas and supporting papers for meetings.
Type patient reports/correspondence/e-mails as required, deal with telephone/face to face enquiries from patients. Input accurate and up to date patient data onto the RiO system.
Interpret and advise on data and office management functions and implement relevant procedures.
Consider line management issues and decide on a course of action to be taken.
Day to Day line management of Clinical Services Administrators as required:
Carry out supervision sessions on a monthly basis.
Undertake appraisals.
Provide immediate guidance and assistance in problem solving.
Agree/monitor absences in regard to annual leave, flexi time, sickness.
Workload management.
Collect performance data and produce monthly performance reports as required and directed .
Ensure that appropriate systems are developed and maintained to prompt bring forward information or follow-up that is required for appointments, meetings and projects etc. and for outstanding work that has been requested by a certain deadline.
Take and distribute formal minutes as necessary.
Set up and manage effective office.
Management/filing systems to support the service delivery.
Manage and arrange rotas/staff cover.
Plans own workload to ensure that weekly, monthly, quarterly and annual tasks are met.
Prioritise workload with particular consideration to issues arising and responding to shifting priorities appropriately.
Assist patients during incidental contact, to provide non-clinical advice or information to patients/relatives or carers.
PLEASE SEE ATTACHED JOB DESCRIPTION FOR MORE DETAILS
Job description
Job responsibilities
Liaise with a wide range of stakeholders, both internal to the organisation and external, including:
Medical Staff.
Multidisciplinary Teams.
Services Users and Carers.
Maternity Hospital Staff.
Health Visitors.
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 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.
Exercise judgement and empathy when dealing with patient inquires, analyse and resolve non-clinical patient problems including resolving conflicting diary appointments or schedules, clinics, meetings, tribunals etc.
Manage the organisation of key meetings including business meetings and conferences, grievance hearings etc. and compile and prepare agendas and supporting papers for meetings.
Type patient reports/correspondence/e-mails as required, deal with telephone/face to face enquiries from patients. Input accurate and up to date patient data onto the RiO system.
Interpret and advise on data and office management functions and implement relevant procedures.
Consider line management issues and decide on a course of action to be taken.
Day to Day line management of Clinical Services Administrators as required:
Carry out supervision sessions on a monthly basis.
Undertake appraisals.
Provide immediate guidance and assistance in problem solving.
Agree/monitor absences in regard to annual leave, flexi time, sickness.
Workload management.
Collect performance data and produce monthly performance reports as required and directed .
Ensure that appropriate systems are developed and maintained to prompt bring forward information or follow-up that is required for appointments, meetings and projects etc. and for outstanding work that has been requested by a certain deadline.
Take and distribute formal minutes as necessary.
Set up and manage effective office.
Management/filing systems to support the service delivery.
Manage and arrange rotas/staff cover.
Plans own workload to ensure that weekly, monthly, quarterly and annual tasks are met.
Prioritise workload with particular consideration to issues arising and responding to shifting priorities appropriately.
Assist patients during incidental contact, to provide non-clinical advice or information to patients/relatives or carers.
PLEASE SEE ATTACHED JOB DESCRIPTION FOR MORE DETAILS
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
experince and knowledge
Essential
- Knowledge of the full range of routine and non-routine admin and secretarial procedures
- Excellent computer and IT skills to enable the production of reports and spread sheets.
- 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
Skills
Essential
- Excellent communications skills, both verbal and written
- Ability to take and convey clear messages
- Ability to prioritise and work to conflicting demands
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
experince and knowledge
Essential
- Knowledge of the full range of routine and non-routine admin and secretarial procedures
- Excellent computer and IT skills to enable the production of reports and spread sheets.
- 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
Skills
Essential
- Excellent communications skills, both verbal and written
- Ability to take and convey clear messages
- Ability to prioritise and work to conflicting demands
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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