Band 3 Team Clerk | West London NHS Trust

West London Mental Health Trust; Greater London; On-site; GBP 40,000 - 60,000; Full time

Job summary

A leading mental health provider in Greater London is seeking an Administrative Support role to facilitate the functioning of the Medical and Nursing Team. Key responsibilities include maintaining patient records, managing inquiries from visitors, and ensuring effective communication within the ward. The successful candidate will support administrative tasks and must possess strong organizational skills. This role is essential in ensuring the smooth running of healthcare operations in a diverse environment.

Responsibilities

• Provide administrative support to Medical and Nursing Team.
• Ensure electronic bed state is updated.
• Maintain complete patient records and assist staff.
• Act as the main focal point for visitors and callers.
• Handle all telephone queries and correspondence.
• Monitor and respond to electronic mail for the ward.
• Provide support for administrative and word-processing tasks.
• Complete paperwork for Social Services as needed.
• Produce and distribute the ward's welcome packs.

Job description

To provide administrative support to both the Medical and Nursing Team on the ward and, to act as the main focal point for visitors and callers to the ward.

Please note that this role does not offer sponsorship.

• To ensure that the electronic bed state is kept up to date by entering and amending patient transfers and other details onto Systm1.
• To ensure that all patient records are complete and in order, containing all the appropriate and relevant information and data, including all results from investigations to assist the staff e.g. search for x‑rays.
• To act as the main focal point for visitors, relatives and callers to the ward; to include welcoming, dealing with face‑to‑face queries and defusing tense situations.
• To be responsible for dealing with all telephone queries, referring to the relevant departments as necessary. To respond to all correspondence.
• To be responsible for monitoring and opening incoming electronic mail for the ward and typing responses to emails as requested by the ward manager.
• To provide administrative and word‑processing support to both the medical and nursing teams, dealing with queries and requests from doctors and nurses as required.
• To ensure that all relevant paperwork when necessary, is completed and emailed to Social Services following the decision of the multi‑disciplinary meeting.
• To be responsible, when requested, for the production and distribution of the ward's welcome packs for all new admissions, including ensuring that the stock required for the packs is ordered and available.

West London NHS Trust is one of the most diverse healthcare providers in the UK, delivering a range of mental health and physical healthcare and community services. The Trust runs Broadmoor Hospital, one of three high secure hospitals in the country, with an international reputation. Our high secure services care for patients from South of England and we provide low and medium secure services across eight London boroughs. The Trust also provides mental and physical healthcare in three London boroughs (Ealing, Hounslow and Hammersmith & Fulham). We employ over 5,000 staff, of whom 59% are BME. Our turnover for 2024‑25 is over £500m. The Trust is rated as ‘Good’ overall by the Care Quality Commission. Forensic services are rated as ‘Outstanding’. The Trust is an established partner and contributor in the development of the evolving North West London Integrated Care System and the Integrated Care Board. The Trust leads the NW London Children and Adolescent Mental Health provider collaborative.

The Candidate Pack provides an overview of the key tasks and responsibilities of the role, and the person specification outlines the qualifications, skills, experience and knowledge required. Please view as attached.

The person specification below is not the full person specification, but outlines the criteria against which your application form will be assessed.

This advert closes on Monday 22 Dec 2025.