Team Administrator

NHS; Greater London; Hybrid; GBP 33,000 - 37,000; Part time

Job summary

A mental health service provider in Greater London seeks a part-time Band 4 team administrator for the Wandsworth CAMHS Tier 3 team at Springfield Hospital. The ideal candidate will support data management, provide reception services, and facilitate internal communications. Candidates must demonstrate strong administrative skills and ideally have customer service experience. This role offers flexible working with a minimum of 2 days onsite, along with a competitive salary ranging from £33,094 to £36,195 annually.

Qualifications

• Demonstrable experience of administrative and secretarial work.
• Experience working within a multi-disciplinary team.
• Intermediate IT skills – Word, Excel, Outlook, PowerPoint.
• Excellent interpersonal skills.
• Previous experience in a health-care setting is desirable.

Responsibilities

• Ensure accuracy and timeliness of data in electronic patient care records.
• Provide courteous reception for patients and professionals.
• Administer multi-agency meetings and distribute agendas and minutes.
• Support team members with necessary information and data access.
• Record patient attendance and book follow-up appointments.

Skills

Administrative experience

Customer service

Verbal communication

Written communication

Interpersonal skills

Education

GCSE English or equivalent

NVQ Business Administration level 2 or 3

Tools

Microsoft Office

Job description

Job Summary

We are seeking a part‑time band 4 team administrator for the Wandsworth CAMHS Tier 3 team, based at Springfield Hospital site – 3 days per week (22.5 hrs per week).

Main Duties of the Job

• Ensure accuracy and timeliness of data in electronic patient care records and Local Authority systems, reviewing the Trust dashboard and extracting routine data.
• Support team members to access basic information in My Dashboards and Pulse.
• Provide courteous and efficient reception for patients, relatives/carers and other professionals.
• Process referrals efficiently, responding to urgent referrals and ensuring they reach the duty team.
• Facilitate effective communication within the team by distributing messages and information.
• Handle telephone enquiries politely and sympathetically, passing messages accurately and promptly, even when dealing with distressed callers.
• Administer multi‑agency meetings, panels and safeguarding forums – preparing, distributing agendas and minutes and following up actions.
• Maintain confidentiality at all times during meetings and video conferences.
• Co‑ordinate support services (domestic, catering, security, estates) and serve as the maintenance contact.
• Order and purchase stationery and office supplies, monitoring levels and liaising with Procurement for any issues.
• Photocopy, fax, scan and email as requested by team members.
• Implement and propose improvements to Trust and team policies and procedures.

Secretarial Responsibilities

• Accurate and efficient typing and dispatch of correspondence, such as assessment letters and discharge summaries, according to priority.
• Audio‑typing using the Big Hand technology.
• Book outpatient appointments and consulting/meeting rooms; maintain and update computerized patient records.
• Establish and maintain an effective filing system, including clinical files, and ensure all post is opened, date‑stamped and distributed.
• Demonstrate initiative and diplomacy when dealing with urgent referrals at crisis points.
• Proficient use of Microsoft Office packages (Word, Excel, Outlook, PowerPoint).

Reception and Clinic Support

• Cover for the Service Support Administrator in the outpatient department, greeting visitors.
• Record patient attendance and book follow‑up appointments.
• Support follow‑up clinic documentation and coordinate clinic appointments, including sending literature and managing diary entries.
• Facilitate smooth clinic operations for staff.
• Guide service users to the Real‑Time Feedback kiosk to provide care feedback.

Flexible Working

Hybrid working is considered with a minimum of 2 days onsite. We offer flexible working options as part of our new ways of working and will discuss arrangements at interview.

About Us

South West London and St George’s Mental Health NHS Trust provides expert services, a rich history, and a commitment to delivering high‑quality care for those with mental ill‑health. Our Care Quality Commission rating is ‘good’, with aspirations to become ‘outstanding’. We are proud of our inclusive, diverse culture and anti‑racist stance. We are building new mental health facilities at Springfield University Hospital and plan further developments across our sites.

Locations

Springfield University Hospital, Tooting 15 Springfield Drive London SW17 0YF

Details

• Band: 4
• Salary: £33,094 to £36,195 per annum (inclusive of Inner London HCAS)
• Pay Scheme: Agenda for Change
• Contract: Permanent
• Working Pattern: Part‑time (22.5 hrs per week)
• Reference Number: 294‑CAMHS‑7663528‑JB
• Posted: 08 December 2025

Qualification & Experience

• Demonstrable experience of administrative and secretarial work.
• Experience working within a multi‑disciplinary team.
• Front‑line customer service experience.
• NVQ Business Administration level 2 or 3, or willingness to work towards.
• GCSE English or equivalent.
• Intermediate IT skills – Word, Excel, Outlook, PowerPoint.
• Good verbal and written communication skills.
• Knowledge of filing systems.
• Excellent interpersonal skills.
• Previous experience in a health‑care setting (desirable).
• Experience using a clinical management information system database (desirable).

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975. A Disclosure and Barring Service check will be required.

Certificate of Sponsorship

Applications from job seekers who require current skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications.

Employer Details

South West London and St Georges Mental Health NHS Trust
Springfield University Hospital
15 Springfield Drive
London SW17 0YF
Website: https://www.swlstg.nhs.uk/