Team Administrator

NHS Jobs; Greater London; Hybrid; GBP 33,000 - 36,000; Part time

Benefits offered by this job

Hybrid working

Training opportunities

Job summary

South West London and St Georges Mental Health NHS Trust is seeking a part-time Team Administrator to provide essential secretarial and administrative support to clinicians and teams at Wilson Hospital. The role involves data entry, filing, handling patient enquiries, and supporting meetings, with hybrid working opportunities based on service needs.

The successful candidate will have experience in NHS administration, strong IT skills with Microsoft Office, and the ability to manage competing

Qualifications

• Demonstrated admin & secretarial experience.
• Experience working in NHS or large organisations is preferred.
• Proficiency with Microsoft Office and basic clinical systems.

Responsibilities

• Ensure patient data on electronic records is accurate and up to date.
• Support team in accessing information on dashboards and systems.
• Greet patients and visitors courteously and manage enquiries.
• Process referrals efficiently and pass urgent ones to the duty team.
• Coordinate team communications and distribute messages.
• Prepare agendas, take minutes, and follow up actions.
• Help meet Trust KPIs by generating regular reports and liaising with facilities teams.

Skills

Secretarial work

Administrative support

Microsoft Office

Education

NVQ Business Administration level 3

ECDL

GCSE English

Tools

Microsoft Office

Database systems

Job description

Go back South West London and St Georges Mental Health NHS Trust

Team Administrator

The closing date is 04 October 2026

We are seeking an experienced Administrator to provide Secretarial/admin support. In this part‑time role (7.5hours/week), you'll work closely with clinicians, team leads, and service users to ensure the smooth running of our mental health services. Your attention to detail and strong organisational skills will directly support front‑line care, making a meaningful difference in the lives of those in our community. This is a great opportunity for someone who thrives on variety and takes pride in keeping systems running efficiently. If you're experienced in administration, confident using Microsoft Office and clinical systems, and enjoy working collaboratively, we would love to hear from you.

Main duties of the job

The post will be part of an administration team that exists to provide an important administrative and Outpatient service to mental health teams to ensure the smooth running of those services. This is to include using computerised information systems, collating statistics and returns as required by the Trust and Local Authority, word-processing, developing, maintaining filing systems and being the first point of contact for patients, relatives/carers and other professionals.

We are committed to supporting your growth, and you'll have access to training and development opportunities, plus the chance to contribute ideas to improve how we deliver care. The role is primarily based at the Wilson Hospital, with opportunities for hybrid working depending on service needs.

About us

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.

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 varietybenefits 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.

Job responsibilities

• To be responsible for ensuring the data on the required electronic patient care record is accurate and up to date. To address and alert teams to errors and problems as they arise.
• To support team members in being able to access basic information held on My Dashboards and Pulse
• To ensure that all service users, patients and visitors are received in a courteous and efficient manner.
• To be responsible for ensuring referrals to the teams are processed efficiently. Responding to urgent referrals when necessary and making sure they are passed on to the duty team
• To facilitate effective communication within the team by providing team members with messages and information.
• To ensure that all telephone 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 service meetings including the preparation/distribution of agendas and associated papers, formal minute taking and follow up actions and distribute these as appropriate.
• Ensure that Admin related Trust KPIs are addressed through regular reports provided by the Team Manager. Co‑ordinate all the support services provided to the team including domestic, catering, security, estates and to be the contact for maintenance issues.
• To be responsible for the ordering and purchasing of stationery and office supplies for staff as well as monitor and ensure that adequate levels of stationery supplies are maintained and distributed accordingly liaising with the Procurement Team regarding any problems.
• To have the need for confidentiality of service users and professional information
• Photocopy/fax/scan/email as requested by other members of the team
• Provide admin support to the senior management team when needed.
• To implement Trust and team policies/procedures and propose changes to practices if necessary.

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.

Experience

• Demonstrable experience of administrative & secretarial work
• Experience of working within a multi-disciplinary team
• Experience of working in NHS setting or similar large organisation
• Experience of using computerised databases
• Experience of community working

Training & Qualifications

• NVQ Business Administration level 3 or willingness to work towards achieving it
• ECDL or willingness to work towards achieving it
• GCSE English or equivalent
• Evidence of continuing professional and personal development
• Evidence of continuing education

Knowledge & Skills

• Knowledge and experience of using Microsoft packages including Outlook, Word, Excel and Powerpoint
• Ability to manage diverse workload whilst dealing with frequent interruptions
• Increased organisational skills and ability to prioritise
• Ability to work both independently and as part of a team
• Excellent communication and interpersonal skills
• Ability to provide secretarial support for meetings e.g. organising, booking rooms, minute taking
• Knowledge of computerised patient databases

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer name

South West London and St Georges Mental Health NHS Trust

£33,262 to £36,027 a yearpro rata per annum inclusive of outer London HCAS