Band 3 Clinical Services Administrator - South Wilts PCLS

NHS

  • Salisbury
  • £24,937-26,598 per year
  • Permanent
  • Part-time
  • 7 days ago
We are looking for a motivated and enthusiastic person to join our South Wiltshire Primary Care Team in Salisbury.We are a busy team with constant changes and demand and are looking to appoint a forward thinking, flexible, resilient and resourceful individual with experience and/or an interest in working with service users accessing mental health services.The successful applicant will have proven administration skills, a warm, friendly telephone manner and face to face interaction, good experience of generating letters and taking minutes (training is available) also experience of working in a busy office with lots of demands and enjoy being a team player.Experience of handling difficult/challenging conversations would be an advantage for this role.The post holder will work closely with the other administrators and report to the Lead Admin, and also support the clinical team to ensure the service meets service user outcomes, its key performance indicators.The services operates from 08:30-18:00 Monday to Friday.This is a part time post of 22.5 hours and hours can be flexible.Main duties of the jobThis role will include managing the referrals coming in to the team, providing comprehensive administration and secretarial support and involves duties such as receiving initial enquiries and directing telephone calls from professional people as well as from service users who often call when very upset, needing someone who can understand their need and forward their call quickly and effectively.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 systemsincluding 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 ableto work within a team effectively and share work streams where appropriate but also feel confident to use their own initiative.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.About usWe 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.DetailsDate posted27 August 2025Pay schemeAgenda for changeBandBand 3Salary£24,937 to £26,598 a year pro rataContractPermanentWorking patternPart-timeReference number342-WTS171-0825Job locationsFountain WayWilton RoadSalisburySP2 7FDJob descriptionJob responsibilitiesLiaise with a wide range of services, both internal to the organisation and external.Providing administrative support to South Wiltshire Primary Care Liaison 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.The arranging and negotiation of various meetings including those with other agency involvement. Negotiating diary conflicts and competing priorities as appropriate.Exchange verbal and written information with patients, staff and carers relating to appointments, clinic outcomes and meetings etc.Provide and receive routine and complicated information, including dealing with enquiries from external services and the public. This may include sensitive information.The provision of and updating of patient notes, collation of information for transfer of care etc.Work within a multi-disciplinary environment ensuring that communication with appropriate team members is effective.Facilitating the administration processes for the Team meeting.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 enquiries, analyse and resolve non-clinical patient problems including resolving conflicting diary appointments or schedules, clinics, meetings etc. Escalating issues to the Lead Clinical Services Administrator as appropriate.Arrange meetings and appointments for members of the team including the scheduling of:Clinical Staff Clinic Appointments.Pool Car Bookings.Room Bookings.Other bookings as required.Arranging and rearranging as appropriate clinics, appointments etc.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.Produce confidential correspondence on a frequent basis.Supporting the Team/Service Manager with the Administration of meeting and reports etc.Maintain efficient and effective electronic filing system/, Internet, Intranet, patient records to access and extract information as needed.Take and distribute formal minutes as necessary.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. Job descriptionJob responsibilitiesLiaise with a wide range of services, both internal to the organisation and external.Providing administrative support to South Wiltshire Primary Care Liaison 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.The arranging and negotiation of various meetings including those with other agency involvement. Negotiating diary conflicts and competing priorities as appropriate.Exchange verbal and written information with patients, staff and carers relating to appointments, clinic outcomes and meetings etc.Provide and receive routine and complicated information, including dealing with enquiries from external services and the public. This may include sensitive information.The provision of and updating of patient notes, collation of information for transfer of care etc.Work within a multi-disciplinary environment ensuring that communication with appropriate team members is effective.Facilitating the administration processes for the Team meeting.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 enquiries, analyse and resolve non-clinical patient problems including resolving conflicting diary appointments or schedules, clinics, meetings etc. Escalating issues to the Lead Clinical Services Administrator as appropriate.Arrange meetings and appointments for members of the team including the scheduling of:Clinical Staff Clinic Appointments.Pool Car Bookings.Room Bookings.Other bookings as required.Arranging and rearranging as appropriate clinics, appointments etc.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.Produce confidential correspondence on a frequent basis.Supporting the Team/Service Manager with the Administration of meeting and reports etc.Maintain efficient and effective electronic filing system/, Internet, Intranet, patient records to access and extract information as needed.Take and distribute formal minutes as necessary.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.Person SpecificationExperienceEssential
  • Admin experience/relevant qualifications
  • Evidence of audio typing skills & note taking
  • Team working
  • Prioritisation/meeting deadlines
  • Handling difficult calls
  • Good telephone and face to face communicator
  • Reception experience
Desirable
  • Mental Health/NHS experience
  • PAS systems/Rio
  • IT MS packages/ email/intranet
  • Maintaining accurate records
Person SpecificationExperienceEssential
  • Admin experience/relevant qualifications
  • Evidence of audio typing skills & note taking
  • Team working
  • Prioritisation/meeting deadlines
  • Handling difficult calls
  • Good telephone and face to face communicator
  • Reception experience
Desirable
  • Mental Health/NHS experience
  • PAS systems/Rio
  • IT MS packages/ email/intranet
  • Maintaining accurate records

NHS