• Job Description

  Req#: C9342-25-0629?language=en&page=348&sort=publicationDateDesc

  Job summary

  This is a full-time, office based role in Swindon. The post holder will be expected to travel to multiple sites: Chatsworth House, Sandalwood Court and The Victoria Centre.

  This role is designed for someone with very limited administrative experience, please do not apply if you have a degree level qualification or have extensive knowledge of admin roles.

  An apprenticeship post has been created to support various clinical teams.This will give the post holder the opportunity to learn about administration in the NHS and will give them a solid basis for their future career in administration in the NHS.

  The post holder will learn about the processes and systems we use as a Trust in order to provide an exemplary service to our patients. The post holder will be a part of a team providing all administrative tasks to a multidisciplinary clinical team.

  The post holder will receive support and mentoring in order to fulfil the criteria within the Apprenticeship.

  Please use the supporting information section of this application to discuss your competencies in the below person specification. Please draw on parallels from your educational experiences or any non administrative positions you may have held.

  For further information/clarification on the role please contact the Swindon Admin Leads:awp.swindonadminleads@nhs.net

  This role is not eligible for visa sponsorship.

  Main duties of the job

  All aspects of administrative work, including but not limited to:

  Inputting documents and notes onto the electronic patient records

  Making appointments

  Arranging meetings including collating of papers, agendas, and note taking.

  You will also be expected to undertake an apprenticeship qualification which involves weekly independent study with the support of a mentor.

  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.

  Details

  Date posted

  02 July 2025

  Pay scheme

  Agenda for change

  Band

  Band 2

  Salary

  £24,169 a year

  Contract

  Fixed term

  Duration

  21 months

  Working pattern

  Full-time

  Reference number

  342-SWN052-0725

  Job locations

  Sandalwood Court

  Highworth Road,

  Swindon

  SN3 4WF

  
  

  Job description

  Job responsibilities

  Provide non-clinical administrative information to colleagues, service users and others, this may include, for instance, providing information about appointments and admissions.

  Undertake reception duties as required, including room bookings and undertaking general environmental checks. Log maintenance calls, order stationery and generally support the smooth operation of the office/team base.

  Type documents and undertake basic word processing tasks as required. Some content may, on occasions, be distressing.

  Take and/or transcribe notes when required by more senior admin colleagues, seeking support and guidance as required.

  Input data into simple spreadsheets, using established procedures and using established databases, seeking support and guidance as required.

  Run standard reports from established systems, following closely the clear guidance of others.

  Organise straightforward activities such as meetings; some on an ongoing basis, seeking support and guidance as required.

  Provide information to patients, relatives and the multi-disciplinary team about admissions and appointments, seeking support and guidance as required.

  Enter information into diaries, arrange meetings and resolving simple issues such as conflicting appointments and schedules, seeking support and guidance as required.

  Support more senior administrative colleagues to demonstrate duties to new starters, as required.

  Participate in supervision sessions with your designated line manager / supervisor.

  Administer surveys and audits created by others e.g. Friends and Family Test questionnaires, health and safety audits.

  Participate in R&D, clinical trials or equipment testing occasionally, when required by more senior admin colleagues, seeking support and guidance as required.

  Maintain confidentiality of all information to which you have access, working within clear guidelines, and seeking advice from your supervisor as required.

  Miscellaneous Accountabilities

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

  Effort Factors

  * Constant use of VDU equipment

  * Frequent sitting or standing in a restricted position

  * Takes notes when required at meetings.

  * Occasional exposure to distressing circumstances

  Apprenticeship Programme

  As this is an apprentice position, you will be required to successfully complete a L3 Business Administrator apprenticeship whilst undertaking the requirements of the position. Applicants will be required to complete a screening assessment which includes English & Maths before an unconditional offer of employment can be made, you will need to successfully complete this within 1 week of being contacted by the apprenticeship training provider.

  Your exact pattern of work and study time will need to be agreed with your line manager. You will need to be able to evidence 20% of your working hours, across the full duration of your programme as new learning. Depending on the delivery mode of your apprenticeship programme this requirement may be met through a combination of assessor contacts, online attendance and workplace learning and mentoring.

  Eligibility for an apprenticeship programme

  Eligibility criteria for apprenticeships is set by the National Education Skills Funding Agency (ESFA) we as a Trust have no influence on this, as funding rules are dictated by the UK government. Within these rules it stipulates that:

  (1) You must have been an ordinary resident of the UK/EU country for at least 3 years prior to the start date of the apprenticeship (which does not include time on a student visa)

  (2) You must have enough time remaining on your current visa to cover the full duration of the apprenticeship programme.

  (3) You must not be undertaking any other Government funded training programmes at the same time as the apprenticeship

  We will be required to check the above eligibility criteria before an offer of employment, which includes the apprenticeship programme can be made.

  You will also be asked to undertake an initial assessment if successful in securing this apprenticeship post. This will include a short English and Maths assessment to assess your current competency level, and to identify if you may require any additional support.

  Job description

  Job responsibilities

  Provide non-clinical administrative information to colleagues, service users and others, this may include, for instance, providing information about appointments and admissions.

  Undertake reception duties as required, including room bookings and undertaking general environmental checks. Log maintenance calls, order stationery and generally support the smooth operation of the office/team base.

  Type documents and undertake basic word processing tasks as required. Some content may, on occasions, be distressing.

  Take and/or transcribe notes when required by more senior admin colleagues, seeking support and guidance as required.

  Input data into simple spreadsheets, using established procedures and using established databases, seeking support and guidance as required.

  Run standard reports from established systems, following closely the clear guidance of others.

  Organise straightforward activities such as meetings; some on an ongoing basis, seeking support and guidance as required.

  Provide information to patients, relatives and the multi-disciplinary team about admissions and appointments, seeking support and guidance as required.

  Enter information into diaries, arrange meetings and resolving simple issues such as conflicting appointments and schedules, seeking support and guidance as required.

  Support more senior administrative colleagues to demonstrate duties to new starters, as required.

  Participate in supervision sessions with your designated line manager / supervisor.

  Administer surveys and audits created by others e.g. Friends and Family Test questionnaires, health and safety audits.

  Participate in R&D, clinical trials or equipment testing occasionally, when required by more senior admin colleagues, seeking support and guidance as required.

  Maintain confidentiality of all information to which you have access, working within clear guidelines, and seeking advice from your supervisor as required.

  Miscellaneous Accountabilities

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

  Effort Factors

  * Constant use of VDU equipment

  * Frequent sitting or standing in a restricted position

  * Takes notes when required at meetings.

  * Occasional exposure to distressing circumstances

  Apprenticeship Programme

  As this is an apprentice position, you will be required to successfully complete a L3 Business Administrator apprenticeship whilst undertaking the requirements of the position. Applicants will be required to complete a screening assessment which includes English & Maths before an unconditional offer of employment can be made, you will need to successfully complete this within 1 week of being contacted by the apprenticeship training provider.

  Your exact pattern of work and study time will need to be agreed with your line manager. You will need to be able to evidence 20% of your working hours, across the full duration of your programme as new learning. Depending on the delivery mode of your apprenticeship programme this requirement may be met through a combination of assessor contacts, online attendance and workplace learning and mentoring.

  Eligibility for an apprenticeship programme

  Eligibility criteria for apprenticeships is set by the National Education Skills Funding Agency (ESFA) we as a Trust have no influence on this, as funding rules are dictated by the UK government. Within these rules it stipulates that:

  (1) You must have been an ordinary resident of the UK/EU country for at least 3 years prior to the start date of the apprenticeship (which does not include time on a student visa)

  (2) You must have enough time remaining on your current visa to cover the full duration of the apprenticeship programme.

  (3) You must not be undertaking any other Government funded training programmes at the same time as the apprenticeship

  We will be required to check the above eligibility criteria before an offer of employment, which includes the apprenticeship programme can be made.

  You will also be asked to undertake an initial assessment if successful in securing this apprenticeship post. This will include a short English and Maths assessment to assess your current competency level, and to identify if you may require any additional support.

  Person Specification

  Shortlisting

  Essential

  • Basic educational attainment including GCSE English and mathematics or the potential to achieve this level of education / skills equivalent And/or You must be eligible to undertake an apprenticeship within this apprenticeship position. You must show willingness and commitment to ensure you complete the apprenticeship within a timely manner.
  • Knowledge of administration or administrative procedures and systems, some of which are routine activities such as answering queries, acquired through experience and training.
  • Dexterity co-ordination for keyboard skills or equivalent
  • Empathy for individuals who have experienced mental health problems and ability to cope with behaviour which may be challenging at times.

  Desirable

  • Experience of carrying out standard administrative tasks.
  • Accustomed to using computers and word processing packages

  Person Specification

  Shortlisting

  Essential

  • Basic educational attainment including GCSE English and mathematics or the potential to achieve this level of education / skills equivalent And/or You must be eligible to undertake an apprenticeship within this apprenticeship position. You must show willingness and commitment to ensure you complete the apprenticeship within a timely manner.
  • Knowledge of administration or administrative procedures and systems, some of which are routine activities such as answering queries, acquired through experience and training.
  • Dexterity co-ordination for keyboard skills or equivalent
  • Empathy for individuals who have experienced mental health problems and ability to cope with behaviour which may be challenging at times.

  Desirable

  • Experience of carrying out standard administrative tasks.
  • Accustomed to using computers and word processing packages

  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

  Sandalwood Court

  Highworth Road,

  Swindon

  SN3 4WF

  
  

  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

  Sandalwood Court

  Highworth Road,

  Swindon

  SN3 4WF

  
  

  Employer's website

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

• About the company

  National Health Service (NHS) is the umbrella term for the publicly-funded healthcare systems of the United Kingdom (UK). The founding principles were that services should be comprehensive, universal and free at the point of delivery—a health service based on clinical need, not ability to pay. Each service provides a comprehensive range of health services, free at the point of use for people ordinarily resident in the United Kingdom apart from dental treatment and optical care.

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