Team Administrator

South West London and St. George's Mental Health NHS Trust; City Of London; On-site; GBP 24,000 - 30,000; Full time

Job summary

South West London and St George's Mental Health NHS Trust is seeking a Band 4 Administrator at Jubilee Health Centre, Wallington, to support Adult ADHD/ASD Services with administrative and communication duties. You will be the first point of contact for patients and professionals and will help organise appointments, referrals and data processes to ensure smooth service delivery.

The role requires proven administrative experience, ability to work in a multi-disciplinary team, and proficiency with

Qualifications

• Demonstrable experience of administrative & secretarial work.
• Experience of working within a multi-disciplinary team.
• Front line customer service experience.
• NVQ Business Administration level 3 or willingness to work towards it.
• GCSE English or equivalent.

Responsibilities

• Provide administrative and communication support to Adult ADHD/ASD Services.
• Be first point of contact for patients and professionals, ensuring a positive experience.
• Use RiO to manage data, collate statistics and returns, and process referrals.
• Support meetings with agendas, minute taking, and follow-up actions.
• Maintain confidentiality and work collaboratively within the team.

Skills

Front line customer service

Administrative & secretarial work

Multi-disciplinary team experience

Education

NVQ Business Administration level 3

GCSE English or equivalent

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

PowerPoint

Job description

South West London and St George's Mental Health NHS Trust has a rich history, well-established community links and an international reputation. We provide a full range of local mental health services to the Kingston, Merton, Richmond, Sutton and Wandsworth London boroughs, as well as specialist forensic mental health services, including specialised services such as national deaf adults and CAMHS inpatients and OCD.

We are committed to providing high quality integrated health and social care for local people with mental health problems in South West London and more specialist mental health services for people throughout the UK. The Care Quality Commission already rates our services as 'good' however we aim to be 'outstanding'.

Our Values

We take pride in providing specialist care to our service users where our Trust values; being consistent, compassionate, collaborative, respectful and open is at the heart of everything we do. Our mission is "making life better together".

When you join us, you'll be part of something special - an innovative and rapidly growing organisation that is helping to redefine the Mental Health, education and social care landscape in the UK.

As a Trust, we are happy to talk flexible working.

Job overview

An opportunity has arisen for a Band 4 Administrator to provide support to the Adult ADHD / ASD Services. The post is based in Jubilee Health Centre, Wallington. The post holder will play a pivotal role in creating, sustaining and supporting the administrative and communication support systems within the services.

The post holder will provide an effective and comprehensive range of administrative services to the multi-disciplinary team. The post holder to undertake a varied number of duties to ensure that the work of the department is delivered as effectively and efficiently as possible.

The administrator is often the first point of contact for patients and professionals contacting the service and plays an important role in ensuring a positive patient experience and positive image of the service.

You will be proactive and organised and have experience as an administrator. You will be committed to providing a high-quality service and have a desire to work collaboratively with a range of colleagues.

About the team:

You will be part of the adult Neurodevelopmental Disorder services and work within Adult ADHD/ASD services.

About the location:

The team is based at Jubilee Health Centre, Wallington. Agile working is supported within the team

Main duties of the job

The post will be working with the ADHD/ASD Services. Administrative tasks will include using computerised information systems (RiO), collating statistics and returns as required by the Trust, word-processing, audio typing, booking appointments and being the first point of contact for patients, families and professionals.

Working for our organisation

We are Proud to Belong at South West London and St George's Mental Health NHS Trust.

We have expert services, a rich history and a clear commitment to providing the best quality care for those with mental ill-health. The Care Quality Commission already rates our services as 'good' - we aspire to be 'outstanding'.

This is a great time to join us. We are transforming the way we care for our communities to support our mission of Making Life Better Together. We have built two brand new mental health facilities at Springfield University Hospital, which are amongst the best in the world. More developments are planned across our sites and services as we invest a further £120m to upgrade and modernise our estate by 2027.

We are inclusive and diverse and strive to be actively anti racist. We want to attract people from all backgrounds and experiences to enrich the work we do together. We are proud to co-produce and involve our local communities in all that we do.

We offer flexible working, career development and a variety of benefits to enable a positive, welcoming environment in which our people and their careers can thrive.

Come and join our inclusive teams and help our patients on their recovery journey.

Unless expressly stated in the job advert the role is not subject to sponsorship, please be advised that all offers of employment are subject to evidence of right to work in the UK.

Detailed job description and main responsibilities

To be responsible for ensuring the data on RIO is accurate and up to date. The post holder will extract routine data for the Trust and/or team members. To produce reports and alert team to errors and problems as they arise.

To be responsible for providing monthly returns and other monthly performance indicators in a timely manner. To provide other returns as requested.

To ensure that all patients and visitors are received in a courteous and efficient manner, covering reception when required.

To be responsible for ensuring referrals to the team are processed efficiently. Responding to urgent referrals and queries when necessary and making sure they are passed on to a senior member of the team.

To facilitate effective communication within the team by providing team members with messages and information.

To ensure that all telephone and email enquiries to the team are handled politely and sympathetically, ensuring that all messages are passed on to the appropriate person in a timely and accurate manner which may often involve dealing with difficult and distressed patients on the phone or in person.

To support the administration of multi-agency meetings, panels and forums as required to attend, including the preparation/distribution of agendas and associated papers, formal minute taking and follow up actions and distribute these as appropriate.

To maintain confidentiality of service users and professional information at all times.

Use of Artificial Intelligence (AI) in job applications

If you have used AI to support the preparation of your application, please briefly indicate how it was used within your supporting statement or application form.

Please remember, your application is your opportunity to tell us about your skills, experience and motivation for the role. We encourage applicants to complete their application and supporting statement in their own words wherever possible. We recognise that AI tools can be helpful in supporting accessibility, and for improving spelling, grammar and structure.

Applications that rely heavily on AI-generated content can become generic and fail to accurately reflect an applicant's individual experience. Applications that clearly demonstrate your own voice, reflections and experiences are often the most effective and help us better understand your suitability for the role.

Please be aware that information provided in your application and supporting statement may be explored further during the selection process. It is important that all applications accurately represent your own knowledge, skills and experience.

Person specification

Experience

Essential criteria

• Demonstrable experience of administrative & secretarial work
• Experience of working within a multi-disciplinary team
• Front line customer service experience

Desirable criteria

• Experience of working in NHS setting or similar large organisation

Training & Qualifications

Essential criteria

• NVQ Business Administration level 3 or willingness to work towards achieving it
• GCSE English or equivalent

Desirable criteria

• Evidence of continuing education

Knowledge & Skills

Essential criteria

• Knowledge and experience of using Microsoft packages including Outlook, Word, Excel and Powerpoint
• Ability to manage diverse workload whilst dealing with frequent interruptions
• Ability to meet deadlines and to calmly work under pressure
• Excellent communication and interpersonal skills
• Ability to provide secretarial support for meetings e.g. organising, booking rooms, minute taking

Desirable criteria

• Knowledge of computerised patient databases
• Knowledge of mental health issues

At South West London St Georges Mental Health Trust we are committed to providing services which embrace diversity and that promote equality of opportunity. We are a Disability Committed Employer, and welcome applications from all sections of the community and people of all protected characteristics. We are Members of Stonewall Diversity Champions and Employers Network for Equality and Inclusion.

As part of the Trust's commitment to Equalities and Diversity, the Trust supports the establishment of Staff Networks groups to promote diversity in the workplace:

• BME (Evolve) Staff Network
• Christian Staff Network
• DiverseAbility
• Deaf Staff Network
• Mental Health Staff Forum
• Women's Staff Network
• LGBTQIA+

We are committed to supporting the Armed Forces Community and has signed the Armed Forces Covenant.

We provide reasonable adjustments to the interview process for any candidates with a disability.

Please note:

• That the closing date listed is a guide only and that the vacancy may close earlier should sufficient number of applicants have been received
• That once you have submitted your application you agree to your application being transferred to a 3rd party e-recruitment system
• That should you not have heard from us within three weeks from the closing date your application has not successful
• That priority consideration for applications may be given to at-risk NHS employees
• That should you be successful and appointed, you authorise South West London and St George's Mental Health NHS Trust to confirm your previous NHS service via an Inter Authority Transfer (IAT) process
• That your employment is offered subject to successful completion of a Probationary Period depending on your Band (except medical roles)
• That we are a smoke-free Trust
• South West London and St George's Mental Health NHS Trust does not charge any fees at any stage of the recruitment process, including job applications, sponsorship arrangements, or employment offers. The contact details published on our official website are the Trust's authorised contact channels and should be used for all recruitment communications, job applications, and verification of employment offers.