Band 3 Clinical Services Administrator - Salisbury

Job overview

An exciting opportunity has arisen for a Band 3 Clinical Service Administrator to join our friendly team.

Ashdown Ward is a 6‑bedded male Psychiatric Intensive Care Unit (PICU) that supports individuals experiencing severe functional mental illness. We care for men aged 18–65 and are located in the same building as our mixed‑gender adult ward, Beechlydene.

We are seeking someone who is highly motivated and possesses excellent administrative skills. This varied and rewarding role provides essential administrative support to the Multidisciplinary Team and the Ward Manager. You will need to demonstrate good initiative and judgement, as the role requires the ability to work independently as well as collaboratively within the wider team.

The unit can be busy and challenging at times, so resilience and the ability to work well under pressure are important. Full support is provided through peer support, regular formal supervision, and access to the Employee Assistance Programme.

Empathy and compassion for individuals experiencing mental health difficulties are essential, as Service User care is at the heart of everything we do.

This role is based on Ashdown Ward at Fountain Way in Salisbury.

The working pattern is 37.5 hours per week, Monday to Friday, 9:00am to 5:00pm.

Please note that we are unable to offer sponsorship for this post.

Previous applicants need not apply.

Main duties of the job

You will provide comprehensive administrative support to the Ward Manager and the wider Multidisciplinary Team, and therefore should have previous clerical and administrative experience.

A good working knowledge of Microsoft Office applications is essential, and you should be willing to undertake training to use additional software packages, including our eRostering system and our electronic patient record system (RiO).

The role involves handling telephone enquiries and liaising with clinical teams, third‑sector healthcare providers, and external agencies.

You will be responsible for ordering supplies and stationery for the unit, using NHS Supplies and AWP’s non‑stock ordering system.

You will also be required to type letters, produce documents, reports and agendas, and take minutes at a range of meetings, including the daily ward morning meeting. Note‑taking training is provided by AWP.

Please see the attached Job Description for a full list of duties and responsibilities.

Detailed job description and main responsibilities

Liaise with a wide range of stakeholders, both internal and external to the organisation, including:

• Medical staff
• Multidisciplinary Teams (Community and Inpatient)
• Service Users and Carers
• Health and Social Care teams
• Third‑sector and voluntary agencies
• Community groups and local authority services
• Other statutory agencies (e.g., Police, Ministry of Justice)
• Provide secretarial support to named medical staff and the management team

Use effective written and verbal communication skills to engage with a wide range of individuals, including external 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 regarding appointments, admissions, meetings and other relevant matters.

Provide and receive routine and complex information, including responding to enquiries from external stakeholders and the public. This includes updating patient notes and collating information for transfers of care, which may involve handling sensitive information.

Work effectively within a multidisciplinary environment, ensuring clear communication with appropriate team members and supporting the administrative processes for team meetings.

Receive and open mail (paper and electronic) and distribute or dispatch it appropriately, ensuring that high‑priority items are actioned promptly.

Manage both telephone and face‑to‑face contacts with distressed service users in a supportive and empathetic manner.

Exercise sound judgement when dealing with patient enquiries, analysing and resolving non‑clinical issues such as conflicting diary appointments, clinic schedules, meetings and tribunals. Escalate concerns to the Lead Clinical Services Administrator where appropriate.