Team Administrator

SWLStG; Greater London; Hybrid; GBP 6,700 - 7,200; Part time

Benefits offered by this job

Flexible working

Training opportunities

Job summary

South West London and St George's Mental Health NHS Trust is seeking an experienced Administrator to provide secretarial/admin support at The Wilson Hospital, Mitcham, on a part-time basis (7.5 hours per week). This role supports clinicians, service users and front-line care, with opportunities for development and hybrid working where appropriate.

The post focuses on data accuracy, referrals, meeting support, and efficient administration, helping ensure smooth service delivery and good patient

Qualifications

• Experience of administrative & secretarial work in a health or large organisational setting.
• Training/qualifications in business administration or equivalent.
• Good knowledge of computerised databases and Microsoft Office.

Responsibilities

• Ensure data on electronic patient care records is accurate and up to date.
• Support team members to access information on My Dashboards and Pulse.
• Greet service users and visitors in a courteous and efficient manner.
• Process referrals to teams promptly and route urgent referrals appropriately.
• Facilitate team communication and distribute messages quickly.
• Provide secretarial support for meetings, including minutes and papers.
• Assist with KPI reports and co-ordinate support services for the team.
• Order stationery and monitor supplies in liaison with Procurement.

Skills

Administrative experience

Secretarial work

Communication skills

Microsoft Office

Education

NVQ Business Administration Level 3

GCSE English

ECDL

Tools

Microsoft Outlook

Microsoft Word

Excel

PowerPoint

Job description

Main area Administrative Services Grade NHS AfC: Band 4 Contract Fixed term: 12 months (To cover MAT leave) Hours Part time - 7.5 hours per week Job ref 294-COMM-8323792-EB

Site The Wilson Hospital Town Mitcham Salary £33,262 - £36,027 pro rata per annum inclusive of outer London HCAS Salary period Yearly Closing 04/10/2026 23:59

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

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.

Working for our organisation

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 ‘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 variety ofbenefits 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 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 your 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

• 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

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
• DiverseAbility
• 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 3 rd 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.

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.

Name Rebecca Thatcher Job title Lead Administrator Email address [e-mail] Telephone number 020 3513 4989

If you have problems applying, contact

Address Springfield University Hospital,
61 Glenburnie Rd,
London SW17 7DJ
Telephone [phone]