Band 4 Lead Administrator - Wiltshire Talking Therapies, Devizes

Job overview

The Wiltshire Talking Therapies service offers psychological therapy and support to residents of Wiltshire who may be experiencing common mental health conditions such as depression, anxiety and phobias etc.

We are looking to recruit an enthusiastic and organised Lead Administrator who is:

• Proactive, and able to manage competing priorities
• Experienced in administration  support, ideally in a healthcare environment
• Confident in supporting and supervising staff and managing workloads
• Skilled in communication, with the ability to handle sensitive situations
• Able to work independently and use initiative
• Competent in Microsoft Office (Word, Excel, Teams) and patient data systems
• Able to work flexibly and have excellent strategies for managing what can sometimes be a pressured environment.

The postholder will line manage the admin team carrying out supervisions, appraisals and providing support and guidance alongside being one of the central points of contact for general admin queries relating to the team.

If you feel that you would thrive in this fast-paced environment, enjoy challenging yourself, and are willing to learn and develop, then we can offer you a dynamic and supportive place in which to work.

Main duties of the job

The post holder will:

• Provide comprehensive administrative support for staff working within the multi disciplinary Talking Therapies team
• Lead and line manage a team of Clinical Services Administrators, including supervision, appraisal, and daily workload allocation
• Manage patient appointments and practitioner diaries, embracing new technology to support with this.
• Organise and support meetings, including preparation of agendas and taking minutes
• Ensure accurate input, maintenance, and management of patient data on electronic systems (iaptus)
• Produce, analyse, and present performance reports, KPIs, and service data
• Act as a key point of contact for patients, staff, and external stakeholders, managing enquiries effectively
• Support office systems, processes, and service improvements to ensure efficient service delivery
• Prioritise workload and respond flexibly to changing service demand

Detailed job description and main responsibilities

The Lead Administrator will:

• Liaise with a wide range of internal and external stakeholders including clinical teams, service users, carers, and partner agencies
• Manage communication, including responding to sensitive enquiries with professionalism and empathy
• Exercise judgement in resolving administrative challenges such as conflicting appointments and priorities
• Develop and maintain effective office systems, filing, and tracking processes
• Monitor deadlines and ensure timely completion of administrative tasks
• Support performance management through data collection, reporting, and analysis
• Provide day-to-day leadership and support to administrative staff, promoting high standards and team working
• Manage rotas, leave, and workload distribution within the team
• Handle confidential information in line with Trust policies and data protection legislation
• Support with issues relating to health & safety and estates / room management.

See Job Description for full details