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Job overview

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.

This will include being the first point of contact for that team, ward or department and could involve duties such as meeting and greeting visitors, receiving initial enquiries and directing telephone calls.

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 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 manage their own workload.

Please note - this vacancy is not eligible for a sponsorship.

Main duties of the job

Liaise with a wide range of stakeholders.

Utilise strong written and verbal communication skills. 

Handle sensitive information appropriately. 

Compassionately managing contact with distressed service users.

Exercising judgement when dealing with enquiries and escalating where necessary. 

Arranging meetings and appointments and negotiating diary conflicts.

Inputting accurate and up to date patient data onto the RiO system.

Maintaining efficient and effective filing systems.

Taking and distributing formal minutes as necessary.

Clerical duties, including photocopying and scanning.

Providing cover for colleagues when and where necessary.

Managing own workload and prioritising conflicting demands.

There may be a requirement to provide supervision to support administrators or apprentice posts.

Other tasks which are commensurate with the broad purpose and banding of the post.

Working for our organisation

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.