Team Administrator

Transformation Unit; Greater London; Hybrid; GBP 34,000 - 37,000; Part time

Job summary

South London and Maudsley NHS Foundation Trust is seeking a part-time Band 4 Team Administrator to provide professional admin support to the OPTIMA Mood Disorders Service. You will be the first point of contact for colleagues, service users and families, and you will organise outpatient clinics via Teams or in person.

The role requires excellent organisational skills, proficiency in Microsoft 365, and experience with data entry into the trust databases.

Qualifications

• Business Admin qualification or administrative experience.
• English and Maths GCSEs.
• Experience in NHS environment (desirable).

Responsibilities

• Provide a professional administrative and secretarial service to the team.
• Be first point of contact for colleagues, patients, families/carers and ensure good patient experience.
• Input data onto the electronic patient record system (epjs) and KPI, and monitor data quality.
• Organise outpatient clinics and meetings using Teams and in person.
• Arrange administrative cover for annual leave and staff absences.

Skills

Audio/copy typing 55 wpm

Microsoft 365 (Teams, Outlook, Word, 


Verbal and written communication

Teamwork

Experience with mental health patients

Administrative experience

Education

English and Maths GCSEs

NVQ3 in Business Administration

Tools

Electronic patient journey system

Job description

Employer South London and Maudsley NHS Foundation Trust Employer type NHS Site OPTIMA Mood Disorder Service Town Camberwell, London Salary £34,186 - £37,389 per annum inclusive of HCAS pro rata Salary period Yearly Closing 22/09/2026 23:59

Team Administrator

NHS AfC: Band 4

South London and Maudsley NHS Foundation Trust has a rich history, well-established community links and an international reputation. We deliver specialist services in the London boroughs of Croydon, Lambeth, Lewisham and Southwark, Bexley, Bromley, Greenwich, Wandsworth and Richmond.

We are committed to provide a high quality and specialist care to our service users and we are recognised for our care and treatment we provide. The Care Quality Commission already rates our services as ‘good’.

We launched our five-year strategy, Aiming High; Changing Lives in 2021 together with Our Care Improvement System as our quality management system methodology to make a positive impact on patient care, outcomes and staff experience. By joining SLaM, all staff will get the opportunity to be part of this exciting improvement journey supported with learning and development to harness everyone’s potential as change makers.

The trust recognises the unique and valuable contribution that people with lived experience of mental illness can bring to a role.We therefore welcome applications from people with lived experience and consider them as an asset to the Trust.

Our Values

We take pride in providing specialist care to our service users where our Trust values and our promise to be caring, kind, polite, prompt, honest, listen and do what I say I’m going to do is at the heart of everything we do. When you join us, you’ll be part of something special.

As a Trust we are happy to talk flexible working.

Job overview

The OPTIMA Mood Disorders Service is an outpatient treatment service for people with bipolar affective disorder. The service aims to reduce the risk of recurrence and readmission to hospital and is currently open to Lambeth, Southwark and Lewisham service users. OPTIMA is a small multi-disciplinary service, which offers individual, and group programmes focussed on relapse prevention and recovery.

An exciting vacancy has arisen for a part time Band 4 Team administrator to provide a professional, efficient and effective administrative service to the team. The post holder will be the first point of contact for colleagues, service users and family/carers and will play an important role in organising outpatient clinics in person and on Teams, input data on the trust clinical database, and be able to prioritise and manage admin tasks on a daily basis.

We are looking for confident and enthusiastic person who enjoys working as part of a small friendly team with a good telephone manner and excellent organisational skills. The role will be a job share with the current OPTIMA Team Administrator.

Main duties of the job

Job Purpose:

To provide a high quality administrative and secretarial service to the team, enabling the team to operate efficiently and effectively.

To be the first point of contact for colleagues, patients, families/carers and ensure good patient experience and a positive image of the service

To manage and oversee the administrative component of the Trust patient database including inputting referral and patient information, monitoring and updating operational data quality.

Working for our organisation

About South London and Maudsley:

South London and Maudsley NHS Foundation Trust (SLaM) provide the widest range of NHS mental health services in the UK as well as substance misuse services for people who are addicted to drugs and alcohol. We work closely with the Institute of Psychiatry, Psychology and Neuroscience (IoPPN), King's College London and are part of King's Health Partners Academic Health Sciences Centre. There are very few organisations in the world that have such wide-ranging capabilities working with mental illness. Our scope is unique because it is built on three major foundations: care and treatment, science and research, and training.

SLaM employ around 5000 staff and serve a local population of 1.1 million people. We have more than 230 services including inpatient wards, outpatient and community services. Currently, provide inpatient care for approximately 5,300 people each year and treat more than 45,000 patients in the community in Croydon, Lambeth, Lewisham and Southwark; as well as substance misuse services for residents of Bexley, Bromley and Greenwich.

Detailed job description and main responsibilities

Key Responsibilities:

1.To provide a professional and confidential administrative service, to include audio/copy typing, preparing correspondence, proof reading documents, photocopying, filing, scanning, dealing with post, having access to team outlook calendars

2.To implement and maintain and overall management system of paper and electronic media for the office

3.To manage emails and telephone calls and enquiries to the service, take clear concise messages and assist people with a helpful, diplomatic and tactful manner

4.To work autonomously to ensure daily tasks and ongoing workloads are prioritised and completed within agreed timescales. Manage multiple tasks within the working day whilst maintaining quality standards.

5.To arrange appointments and meetings as required for the team including the psychiatric weekly clinics using Microsoft office Teams or in person clinics. To organise booking of interpreting services and translation of correspondence where appropriate. To attend Team meetings and record discussions/outcomes on epjs or internal systems

6.Order stationary and be responsible for follow up of orders to ensure delivery and correct receipt of stock for the team as required.

7.Support new staff, ensuring access to Digital Services and the relevant Trust Policies.

8.To contact Trust Estates and Facilities Department to report any faults or work that needs to be undertaken.

9.To arrange administrative cover for annual leave periods

1.To undertake any other reasonable duties as negotiated with the Administration and/or Clinical Manager.

2.To input data onto the electronic patient record system (epjs), registering patients, inputting KPI ( Key performance indicators), scanning and uploading documentation. To work closely with the Business Manager to monitor the processing of data and information, and check performance reports to ensure data quality of epjs records.

3.To ensure all of your required mandatory training is up to date

4.To complete the eRoster for the team. To manage petty cash

5.To undertake the monthly Health and Safety Inspection Checklist and Fire Warden checklist in liaison with the Business Manager. To be one of the Fire Wardens. To escalator Health & Safety Issues via the appropriate channels. To report all maintenance issues and ensure timely completion, following up when required. To ensure arrangements are in place for adherence to Health and Safety legislation and requirements on behalf of the Trust and integrated services.

6.To ensure compliance with agreed infection control policies and procedures, ensure all staff are aware of, and comply with IC within their own role, including adherence to prevention of infection. To be responsible for ensuring completion of all required Health and Safety assessments and documentation.

7.To be responsible for ensuring any communications are cascaded appropriately and in a timely way within the service, including sensitive and confidential information.

8.To receive regular supervision and appraisal of work performance. To undertake training and development as required in line with the responsibilities of the post and Trust policy and any other relevant training courses as agreed with the Business Manager.

Person specification

Qualifications & experience

• Business Administrative qualification (NVQ3) and/or administrative experience
• 1. Experience of working in an NHS environment

Qualifications

• 2. English and Maths GCSEs

Skills

• 3. Proficient audio/copy typing skills (atleast 55wpm)

Skills

• 4. Proficient in Microsoft 365 including teams, outlook, word and excel.

Experience

• 5. Experience of office systems and procedures
• 3. Experience of electronic patient journey clinical system

Skills

• 6. Good verbal and written communication skills

Experience

• 7. Experience of working in a team environment
• Experience of working with mental health patients

The Trust is committed to providing services which embrace diversity and that promote equality of opportunity. We are a Disability Confident Employer, we welcome applicants from all sections of the community and people of all protected characteristics. We provide reasonable adjustments for candidates with a disability and are committed to treating people fairly with compassion, respect and dignity and in promoting equality and human rights. We aim to put this commitment into practice by:

• Embedding our commitment to tackling inequality, eliminating discrimination and harassment; promoting equality of opportunity and fostering good relations in our everyday practice
• Ensuring that all our services and all staff understand and support our commitment
• We believe that people who use our services, their carers and our staff, should be treated with compassion, respect and dignity

SLaM is a Stonewall Diversity Champion , Stonewall is the largest Lesbian, Gay, Bi and Trans (LGBT) rights charity in Europe’

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.