Service Administrator | South London and Maudsley NHS Foundation Trust

South London and Maudsley NHS Foundation Trust; Greater London; On-site; GBP 23,000 - 28,000; Full time

Job summary

A leading NHS trust in Greater London seeks a Service Administrator for its Neuropsychiatry Neurorehabilitation Outpatient Service. The successful candidate will provide crucial administrative support, ensuring efficient operation of the service. Key responsibilities include managing appointment bookings, processing referrals, and maintaining accurate patient records. Ideal candidates should have a Level 2 admin qualification, communication skills, and experience in a healthcare environment. The role emphasizes attention to detail and a commitment to patient care, fostering a supportive atmosphere within the multidisciplinary team.

Benefits

Opportunity for training and development

Supportive team environment

Qualifications

• Experience of working in a Neuropsychiatry team.
• Previous administrative experience.
• Experience of working in an NHS environment.

Responsibilities

• Format letters, reports, and discharge summaries using Microsoft Word.
• Provide administrative support to members of the Neuropsychiatry team.
• Be the point of contact for appointments in the Neuropsychiatry Outpatient Service.
• Process referrals on receipt ensuring they are checked in SPINE.
• Manage health & safety issues within the department.

Skills

Good communication skills

Attention to detail

Excellent IT skills

Ability to prioritize

Experience in customer-facing environments

Education

Level 2 qualification in admin (Business Administration NVQ 2, RSA 2)

Minimum GCSE Maths and English grade A‑C

Tools

Electronic Patient Journey System (EPJS)

Job description

Service Administrator – Neuropsychiatry Neurorehab Outpatient Service

This role presents an exciting opportunity for an Administrator to join our specialist, multi‑disciplinary team. The Neuropsychiatry Neurorehab Outpatient Service provides specialist assessment and treatment for people with functional neurological disorders (FND) and also people suffering with the psychiatric complications of neurological and neurosurgical disorders, including epilepsy, Parkinson’s, memory disorders, brain tumours etc.

Maintaining close links with the Institute of Psychiatry, Psychology and Neuroscience (IOPPN), our team of Psychiatrists, CBT Therapists and Physiotherapists offer specialist assessments and evidence‑based, patient‑centred treatment options in the outpatient department of the Maudsley Hospital.

Key Responsibilities

1. Format letters, reports and discharge summaries using Microsoft Word.
2. Deal professionally with queries from visitors and telephone callers, ensuring messages are delivered accurately and efficiently. Resolve local issues and use initiative to take follow‑up action when appropriate.
3. Provide administrative support to members of the Neuropsychiatry team. This will include using the digital dictation service to access clinicians’ completed letters which may require formatting prior to being sent out. This must be completed within specified timeframes.
4. Be the point of contact for appointments in the Neuropsychiatry Outpatient Service, maintain a record of those who have attended or missed appointments. Ensuring all clinics remain fully booked ahead of time, meeting service targets. To ensure the timely recording, updating and accuracy of clinical activity entered onto the Trust’s database and that quality standards are achieved for all service user records.
5. Process referrals on receipt ensuring they are checked in SPINE and put onto the Trust’s system on the day of arrival.
6. Book service user transport when necessary, ensuring proof of income is provided for the reimbursement of travelling expenses.
7. Responsible for health & safety issues within the department by ensuring bi‑monthly environment checks are completed and registered and the Fire Warden checks are conducted monthly. To report any issues to Estates & Facilities via their online system.
8. Deal with deliveries to the team and to ensure such deliveries are signed for by the appropriate member of staff. Process orders for stationery and equipment as required from electronic procurement system with authorisation from a senior colleague.
9. Undertake training and development in line with the responsibilities of the post and ensure mandatory training is completed and updated on time. To participate in supervision and appraisal meetings.
10. Work in a flexible and open manner in line with the needs of the service. To be conscientious, self‑motivated and punctual with the ability to work to deadlines.
11. Provide professional line management to Assistant Service Administrator (Band 2/3).

Qualifications & Experience

• Good general education (minimum GCSE Maths and English grade A‑C).
• Level 2 qualification in admin eg: Business Administration NVQ 2 or RSA 2 in relevant administrative subject.
• Experience of working in a Neuropsychiatry team.
• Experience in a customer facing environment, with good communication skills (verbal and written) and experience of dealing tactfully with people at all levels.
• Previous administrative experience.
• Experience of using Electronic Patient Journey System (EPJS).
• Experience of working in an NHS environment.
• Experience of communicating with clients with cognitive or communication difficulties.
• Demonstrates a clear understanding of the principles of confidentiality.
• Excellent communication skills, including a good standard of written documentation.
• Excellent IT skills.
• Ability to prioritise and meet deadlines.
• Attention to detail.
• Able to be guided by policies and procedures.
• Knowledge and understanding of mental health issues.
• Awareness of relevant services/resources.
• Ability to demonstrate a non‑judgemental and professional attitude.
• Proactive commitment to undertake continuing professional development.
• Ability to use initiative and know when this is appropriate and when advice should be sought.
• Ability to be calm and professional when working under pressure.
• Flexible and adaptable to change.
• Ability to work as a member of a team.
• Willingness to learn new skills.
• An understanding of the importance of supervision.
• An interest in mental health, functional neurological disorders (FND) and neuropsychiatry.

Facts and Figures

The South London & Maudsley NHS Foundation Trust provides a full range of mental health services to people of Southwark, Lewisham, Lambeth and Croydon as well as substance misuse services for people in Bexley, Greenwich and Bromley. The Trust provides specialist services to people from across the United Kingdom. It has approximately 4,800 staff and a budget of £220 million.

The Neuropsychiatry services within SLaM are spread across Maudsley, Bethlem Royal and King’s College Hospitals and can see patients from anywhere in the United Kingdom. Our services provide specialist assessment, investigation and treatment to a diverse range of patients. This includes adults with an acquired brain injury, including traumatic and anoxic brain injuries, and Functional Neurological Disorder (FND). Our patients may have a number of physical conditions which impact on their physical functioning and communication. This requires a high standard of care and attention to both their physical and psychological needs.

The aims of the service are for the patients to feel more in control of their symptoms and recovery, and to become more knowledgeable about how the mind and body work together to create the symptoms of FND. Additionally, the service aims for patients to be more confident about how to use the physical and mental strategies to tackle some of the difficulties caused by FND.

Application Deadline

This advert closes on Sunday 28 Dec 2025.