Job summary

We are looking to recruit one full time or part time fixed term (12 mths) administrator into the Specialised PD Probation Service at AWP. Specialised PD, otherwise known as OPD, is a large, community based, multidisciplinary team that has developed innovative approaches to working with high-risk offenders with Personality Disorders. These service users are seen by the National Probation Service in Avon, Gloucestershire & Wiltshire and OPD covers the caseload within these areas.

As a service we cover Probation Offices based in Bristol, Bath, North Somerset, Swindon, Chippenham, Salisbury, Gloucester, and Cheltenham. In addition, we cover 3 Male & 1 Female Approved Premises in Bristol, and 1 Male Approved Premises in Gloucester.

Right to Work in the UK This position is not eligible for Skilled Worker visa sponsorship. Applicants must already hold the legal right to work in the UK at the time of application, as the organisation is unable to support sponsorship for this post.

Main duties of the job

To support the clinical delivery of community OPD by completing, supporting, and advising on administrative processes including the processing of service user contact forms, diary management, booking of consultations and clinical meetings, sending of letters to service users, updating spreadsheets and NHS and Probation Service specific patient record systems, minute taking, and attendance to a range of meetings.

The post will include working effectively within the admin team which has central cover of all geographical locations of OPD. All administration roles are supported through line management from the administration or operational lead(s).

We support a hybrid working model where we encourage staff to work from home 40% of the working week, and in an office space for 60% of their working week. Each staff member has an allocated geographical area with a central office in that area. This post is based centrally across Gloucester, Bristol, and Wiltshire but the majority of the work can be done remotely or from our central office in Bristol. There will be occasional travel to other areas covered by OPD, or for training, conferences, or external meetings.

About us

We are the lead provider of healthcare for people with serious mental illness, learning disabilities and autism across Bath and North East Somerset (BaNES), Swindon and Wiltshire, and Bristol, North Somerset and South Gloucestershire.We aim to provide High Quality, Compassionate Care everywhere, every day. This means our services will be safe, clinically effective and provide a positive all round experience for our patients, families and carers. And we believe passionately in treating everyone with kindness, respect and empathy.Key to this is providing a supportive and safe environment for our 4,000 staff where we all feel welcome and able to do the best we can for those we support. Our staff and teams work incredibly hard delivering services across more than 90 locations, covering 2,200miles, to more than 1.8million people.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.

Details

Date posted

05 October 2026

Pay scheme

Agenda for change

Band

Band 3

Salary

£25,760 to £27,476 a year

Contract

Fixed term

Duration

12 months

Working pattern

Full-time, Part-time

Reference number

342-SS130-1026

Job locations

Marlborough Street Probation Office

Bristol

BS1 3NU

United Kingdom

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. Providing 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 etc.

Provide and receive routine and complicated information, including dealing with enquiries from external stakeholders and the public. The provision of and updating of patient notes, collation of information for transfer of care etc. This may include sensitive information.

Work within a multi-disciplinary environment ensuring that communication with appropriate team members is effective. Facilitating the administration processes for Team meetings etc.

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 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.

Arrange meetings and appointments for members of the team, negotiating diary conflicts and competing priorities as appropriate. Including the scheduling of: Consultant Clinic Appointments Tribunals Room Bookings Other bookings as required

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.

The post holder will order stationery and other necessary items for the team via the procurement system. May be responsible for petty cash float/handling.

Supporting the induction of new staff members as required.

Produce confidential correspondence and reports on a frequent basis.

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.

Clerical duties including photocopying and scanning, e.g. documents required for ID checking purposes etc.

Undertake surveys or audits as necessary to own work. May be asked to contribute to audit and research projects within the service to inform service development and standards

Provide cover for colleagues when and where 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.

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

Please see the Job Description, Personal Specification, and Key Local Information attached.

If you have any questions reading this post or the service, please do contact us via the contact details provided below.

We look forward to receiving your application.

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. Providing 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 etc. Provide and receive routine and complicated information, including dealing with enquiries from external stakeholders and the public. The provision of and updating of patient notes, collation of information for transfer of care etc. This may include sensitive information. Work within a multi-disciplinary environment ensuring that communication with appropriate team members is effective. Facilitating the administration processes for Team meetings etc. 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 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. Arrange meetings and appointments for members of the team, negotiating diary conflicts and competing priorities as appropriate. Including the scheduling of: Consultant Clinic Appointments Tribunals Room Bookings Other bookings as required 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. The post holder will order stationery and other necessary items for the team via the procurement system. May be responsible for petty cash float/handling. Supporting the induction of new staff members as required. Produce confidential correspondence and reports on a frequent basis. 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. Clerical duties including photocopying and scanning, e.g. documents required for ID checking purposes etc. Undertake surveys or audits as necessary to own work. May be asked to contribute to audit and research projects within the service to inform service development and standards Provide cover for colleagues when and where 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. Other tasks which are commensurate with the broad purpose and banding of the post. Please see the Job Description, Personal Specification, and Key Local Information attached. If you have any questions reading this post or the service, please do contact us via the contact details provided below. We look forward to receiving your application.

Person Specification

Qualifications

Essential

• NVQ 3 in Business Administration or similar relevant qualification or Equivalent competence acquired by experience and willingness to undertake NVQ 3 Business Administration qualification under the Trust Apprenticeship Scheme

Skills

Essential

• Good IT Skills - competent in Word, Excel, Powerpoint. Dexterity co-ordination for keyboard skills or equivalent
• Experience of administrative systems and office procedures.

Experience

Essential

• Experience of working within a team.

Desirable

• Experience of coping with behaviour which may be challenging at times
• Experience of administration in a clinical setting.
• Experience in activities such as answering queries, progress chasing, task-related problem solving, acquired through experience and training to Vocational Level 3 or equivalent.

Person Specification Qualifications Essential NVQ 3 in Business Administration or similar relevant qualification or Equivalent competence acquired by experience and willingness to undertake NVQ 3 Business Administration qualification under the Trust Apprenticeship Scheme Skills Essential Good IT Skills - competent in Word, Excel, Powerpoint. Dexterity co-ordination for keyboard skills or equivalent Experience of administrative systems and office procedures. Experience Essential Experience of working within a team. Desirable Experience of coping with behaviour which may be challenging at times Experience of administration in a clinical setting. Experience in activities such as answering queries, progress chasing, task-related problem solving, acquired through experience and training to Vocational Level 3 or equivalent.

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.

Employer details

Employer name

Avon & Wiltshire Mental Health Partnership NHS Trust

Address

Marlborough Street Probation Office

Bristol

BS1 3NU

United Kingdom

Employer's website

http://www.awp.nhs.uk/about-us/working-for-us/ (Opens in a new tab)

Employer details

Employer name

Avon & Wiltshire Mental Health Partnership NHS Trust

Address

Marlborough Street Probation Office

Bristol

BS1 3NU

United Kingdom

Employer's website

http://www.awp.nhs.uk/about-us/working-for-us/ (Opens in a new tab)