Secretary/Team Administrator | West London NHS Trust

West London Mental Health Trust; City Of London; On-site; GBP 22,000 - 28,000; Part time

Job summary

A prominent healthcare service provider in London is seeking a part-time Band 4 Team Administrator. The role requires administrative support, organizational skills, and previous experience in similar positions. Key responsibilities include managing correspondence, maintaining patient lists, and arranging meetings. This role is ideal for a reliable individual enthusiastic about contributing to the healthcare sector.

Qualifications

• Experience in administrative roles, ideally in a mental health setting.
• Ability to maintain waiting lists and manage correspondence.
• Competency in audio or copy typing and proofreading.

Responsibilities

• Provide full admin support to the team.
• Maintain patient lists and referral information.
• Arrange meetings and assist with training events.

Skills

Organizational skills

Reliability

Self-motivation

Interpersonal skills

Job description

Overview

This is an interesting and varied position for a Band 4 Team Administrator (part time). The role requires someone who is organized, reliable, self-motivated and has prior experience in administrative roles, ideally within a mental health setting (or similar person-facing roles). If you are a reliable, outgoing professional who enjoys interacting with people at all levels and wants to support the Healthcare sector and a growing practice, this may be the role for you. We would like to encourage applicants from a range of diverse backgrounds and experiences.

The post sits within the Ealing CAMHS Children and Family Therapy (CFT) Team, a supportive, collaborative, and well-regarded service based at Armstrong Way in Ealing CAMHS.

Responsibilities

• To provide a full range of admin support to the team: e.g. sorting and dealing with correspondence, filing, photocopying, typing, archiving, referral tracking etc.
• To audio or copy type and proof read letters, memos, notes and reports and ensure they are directed to the appropriate departments, GPs or other organisation within agreed timescales.
• To draft /send responses to correspondence, after appropriate approval.
• To maintain waiting lists, team patient lists and referral information as appropriate.
• To arrange meetings and assist with locally held training events or workshops (e.g. room bookings, hospitality, IT equipment).
• To assist in producing agendas, minutes and papers for meetings in a timely manner.
• To support the production of presentations using PowerPoint or other software when required.
• To take minutes at meetings, transcribe and distribute as required.
• To provide admin support for investigations (complaints, incidents, audits, surveys and projects) to meet specified timescales.

About the organisation

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 4,500 staff, of whom 56% are BME. Our turnover for 2023-24 is £426m. 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 Friday 26 Sep 2025.