Job summary
Are you passionate about people, purpose, and proactive change? We're seeking an enthusiastic and highly skilled Lead Administrator to support South Gloucestershire's Head of Psychological Therapies.
We are a multidisciplinary team providing specialist psychological interventions to service users within our community. Our work is rooted in empathy, collaboration, and care where compassion, innovation, and inclusivity are at the heart of everything we do.
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 alongside excellent communication and IT skills, with an understanding of secondary mental health services. Project experience would be desirable but not essential.
Please note - this vacancy is not eligible for a sponsorship.
Main duties of the job
To provide comprehensive administration and support to theHead of Psychological Therapies.
There will be an expectation for the post holder to work to a high standard, 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 need to meet deadlines, enter and collate data (key performance indicators) 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 crucial in maintaining diaries and arranging meetings, taking formal minutes and keeping appropriate records on the most up to date templates.
There may be expectation to provide support to other teams within the locality, including setting up and note taking for formal HR processes.
The post holder may be expected to line manage others and will provide support and guidance for matters that are escalated to them. The post holder will be expected to work without direct supervision, manage their own workload and report to the Head of Psychological Therapies and Locality Business Coordinator.
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 (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.
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 the secretarial support to medical staff 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
Prepare and present reports and a range of complex information in a range of formats including the production of scorecards, KPIs, performance reports and ad-hoc reports.
Collect performance data and produce monthly performance reports as required and directed by the Business Coordinator.
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.
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.
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 the secretarial support to medical staff 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
Prepare and present reports and a range of complex information in a range of formats including the production of scorecards, KPIs, performance reports and ad-hoc reports.
Collect performance data and produce monthly performance reports as required and directed by the Business Coordinator.
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.
Person Specification
Assessment
Essential
- Previous employment in the NHS or MH organisations
- Experience of supervising staff
- MS Office/Rio
- Diary Management
- Typing/formatting/proofreading
- Admin/secretarial experience
Desirable
- Note taking
- Experience of monitoring KPIs/targets
- Organisational skills
- Team working
- Understanding of therapies
- Project experience
Person Specification
Assessment
Essential
- Previous employment in the NHS or MH organisations
- Experience of supervising staff
- MS Office/Rio
- Diary Management
- Typing/formatting/proofreading
- Admin/secretarial experience
Desirable
- Note taking
- Experience of monitoring KPIs/targets
- Organisational skills
- Team working
- Understanding of therapies
- Project experience
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
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