Team Administrator

South West London and St Georges Mental Health NHS Trust; Greater London; Hybrid; GBP 17,000 - 21,000; Part time

Benefits offered by this job

Training & development

Hybrid working

Job summary

South West London and St Georges Mental Health NHS Trust is seeking an experienced Administrator for a part-time role (7.5 hours/week). You will provide secretarial and administrative support to clinicians and service users, ensuring smooth operation of mental health services.

The role involves data accuracy in electronic patient records and collaboration across the admin team, with opportunities for hybrid working based on service needs.

Qualifications

• Experience in administration and secretarial support.
• Confident using Microsoft Office and clinical systems.
• Attention to detail and strong organisational skills.

Responsibilities

• Ensure the data on the electronic patient care record is accurate and up to date.
• Alert teams to errors and problems as they arise.
• Help users access information on My Dashboards and Pulse.
• Greet service users and ensure courteous reception.
• Process referrals to teams efficiently.
• Assist with team communications and meeting minutes.

Skills

Microsoft Office

Clinical systems

Data accuracy

Tools

My Dashboards

Pulse

Job description

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. 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.

• 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.

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