Job summary
We are looking for an efficient administrator to support our friendly team on Sycamore Ward at Hillview Lodge, Bath. This is a contract/secondment role to cover a specific period - January 2026 until November 2026.
Sycamore Ward is a busy, female-only Adult Acute Inpatient ward, and this admin role is central to providing administrative support to the clinical staff.
The post holder will need a range of administrative skills and be able to use Microsoft Office applications and IT packages confidently. There will be elements of customer service, problem-solving, and the need to be flexible to meet the demands of the ward. This is a varied role supporting Nurses, HCAs, OTs, and Consultants with daily administrative tasks, including scanning, updating patient records, ordering supplies, and attending and taking minutes in meetings.
This is a ward-based office admin role to provide general administrative support for the service as needed. This may include other administrative tasks not specified above. Please see the job description for a Band 3 Clinical Services Administrator. This role will involve sitting at a PC workstation for periods of time, including using a desk PC and/or laptop and other office equipment, including scanners and photocopiers. The role is based in the ward environment at Hillview Lodge, Bath.
Please note - this vacancy is not eligible for a sponsorship.
Main duties of the job
Good communication skills will be needed, as the role involves liaising with a wide range of health and care staff and agencies, alongside service users, their families, and carers. Empathy towards mental health illness will be essential, along with a degree of resilience. This role will involve working in an inpatient setting and handling sensitive information, which may occasionally be distressing. Experience of working in an environment where there may be challenging behaviours would be desirable.
This is a contract/secondment role from February 2026 until the end of November 2026 (pending employment checks). It is full-time, 37.5 hours per week (although 30 hours may be considered), working Monday to Friday, 9:00 a.m. to 5:00 p.m.
This can be offered as a secondment role to internal candidates, but you must obtain approval for the secondment from your current line manager before applying. After the secondment finishes, the role holder would return to their current position and banding.
Please see the attached job description for a full list of duties and responsibilities.
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). Service 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. Provide secretarial support to named medical staff/management team.
Utilise written and verbal communication skills to connect with a wide range of people, including outside agencies, 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.
Provide and receive routine and complex information, including dealing with enquiries from external stakeholders and the public. This includes updating patient notes and collating information for transfer of care, which may involve sensitive information.
Work within a multidisciplinary environment, ensuring that communication with appropriate team members is effective and facilitating administration processes for team meetings.
Receive and open mail (paper and electronic as necessary) and distribute/despatch accordingly, ensuring appropriate action is taken with high-priority items.
Manage both telephone and face-to-face contacts with distressed service users in a supportive and empathetic manner.
Exercise judgment when dealing with patient enquiries; analyse and resolve non-clinical patient problems, including resolving conflicting diary appointments or schedules, clinics, meetings, tribunals etc, escalating issues to the Lead Clinical Services Administrator as appropriate.
Please see the attached job description for a full list of duties and responsibilities.
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). Service 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. Provide secretarial support to named medical staff/management team.
Utilise written and verbal communication skills to connect with a wide range of people, including outside agencies, 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.
Provide and receive routine and complex information, including dealing with enquiries from external stakeholders and the public. This includes updating patient notes and collating information for transfer of care, which may involve sensitive information.
Work within a multidisciplinary environment, ensuring that communication with appropriate team members is effective and facilitating administration processes for team meetings.
Receive and open mail (paper and electronic as necessary) and distribute/despatch accordingly, ensuring appropriate action is taken with high-priority items.
Manage both telephone and face-to-face contacts with distressed service users in a supportive and empathetic manner.
Exercise judgment when dealing with patient enquiries; analyse and resolve non-clinical patient problems, including resolving conflicting diary appointments or schedules, clinics, meetings, tribunals etc, escalating issues to the Lead Clinical Services Administrator as appropriate.
Please see the attached job description for a full list of duties and responsibilities.
Person Specification
Essential
Essential
- Good administrative skills and office experience.
- Competent IT skills including MS Office - Word, Excel and Outlook.
- Good communication skills both written and verbal.
- Empathy and understanding towards mental health.
- Organisational and timekeeping skills.
- Experience of attending and taking notes at meetings.
- Understanding of information governance and patient confidentiality.
Desirable
- Experience of working within health or social care setting.
- Experience of working in an inpatient setting.
- Experience of working in an NHS administrative role.
- Good empathy and understanding of mental health as well as some experience and understanding of working in environment where challenging behaviours may occur.
Person Specification
Essential
Essential
- Good administrative skills and office experience.
- Competent IT skills including MS Office - Word, Excel and Outlook.
- Good communication skills both written and verbal.
- Empathy and understanding towards mental health.
- Organisational and timekeeping skills.
- Experience of attending and taking notes at meetings.
- Understanding of information governance and patient confidentiality.
Desirable
- Experience of working within health or social care setting.
- Experience of working in an inpatient setting.
- Experience of working in an NHS administrative role.
- Good empathy and understanding of mental health as well as some experience and understanding of working in environment where challenging behaviours may occur.
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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