Avon & Wiltshire Mental Health Partnership NHS Trust

Band 4 Clinical Services Lead Administrator - Bristol

The closing date is 05 January 2026

Job summary

Do you have proven supervision and administration skills?

We are looking for someone with a warm, friendly telephone manner, excellent face to face interaction, a good experience of typing and secretarial/administrative duties who enjoys being a team player.

You will need to be highly organised, motivated and very flexible to last minute changes and be able to work in a fast paced environment paying close attention to detail.

Have experience of supervising or mentoring/training staff, monitoring targets and working to deadlines.

Please note - This vacancy is unable to support sponsorship.

Main duties of the job

Your main responsibility is to provide administrative support to the South Glos Later Life consultants, medics and junior medics within the team.

To include:

Diary management and booking of appointments.

Accurate data input.

Liaising with internal and external clients including GP's and other professional bodies.

Formatting letters and dictations on behalf of the consultants as well as minute taking for daily meetings and weekly MDT's / business meetings.

Main point of contact for service users.

Processing referrals.

Supervision of band 3 administrators.

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

22 December 2025

Pay scheme

Agenda for change

Band

Band 4

Salary

£27,485 to £30,162 a year

Contract

Permanent

Working pattern

Full-time

Reference number

342-SGLOS069-1225

Job locations

Kingswood Civic Centre

High Street

Bristol

BS15 9AG

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 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

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.

Take and distribute formal minutes as necessary.

Authorised signatory for small payments, timesheets.

Set up and manage effective office

management/filing systems to support the service delivery.

May need to 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.