Team Administrator

Central and North West London NHS Foundation Trust; Greater London; On-site; GBP 24,000 - 30,000; Full time

Job summary

Central and North West London NHS Foundation Trust in London is seeking a band 4 team administrator for the KCW Primary Care Service. The role provides administrative support to clinicians and helps maintain trust databases, while assisting older adults with mental health needs in the community.

The candidate will be organized, reliable and capable of working with minimal supervision in a busy healthcare environment. Prior reception/secretarial experience and strong IT skills are essential.

Qualifications

• Strong English writing and speaking skills.
• GCSE English or equivalent qualification.
• RSA II or secretarial qualification.
• Experience with receptionist duties and dealing with the public.

Responsibilities

• Provide full range of administrative support to the team.
• Data entry of clinical activity on trust/local authority databases.
• Handle general correspondence and telephone enquiries professionally.
• Attend and contribute to monthly administrative team meetings and minutes.

Skills

Microsoft Office

Data entry

Telephone etiquette

Communication skills

Prioritisation

Teamwork

Education

GCSE English

RSA II Secretarial

Tools

System 1

Job description

Job Overview

CNWL is looking to recruit a band 4 team administrator for the KCW Primary Care Service. This is a new and dynamic service offering mental health support to older adults in KCW who suffer from functional disorders and dementia. The successful candidate will be enthusiastic, diligent and well organised with knowledge and experience in working a health care setting.

Job Overview

CNWL is looking to recruit a band 4 team administrator for the KCW Primary Care Service. This is a new and dynamic service offering mental health support to older adults in KCW who suffer from functional disorders and dementia. The successful candidate will be enthusiastic, diligent and well organised with knowledge and experience in working a health care setting.

The Westminster and Kensington & Chelsea Older Adults and Healthy Ageing Community Mental Health Teams are developing a new primary care pathway to provide early access to support for older adults who are experiencing mental health difficulties. The service will focus on early intervention, working proactively with community partners to provide interventions to meet needs, reduce risks and prevent escalation by supporting service users to remain well in the community, thereby reducing the need for secondary care interventions and admissions to hospital.

Main duties of the job

The post holder will be responsible for providing a full range of administrative support to the team. This will range from managing general correspondence to data inputting of clinical activity on Trust and local authority databases. The post-holder will be expected to work without immediate supervision in order to enable the team to carry out a range of clinical activity as quickly and effectively as is required.

Please note: This vacancy does not meet the criteria for Skilled Worker sponsorship, unless you meet the criteria by temporary exemption from current changes to immigration rules put in force on 22/07/2025. "Separate provisions are applied to workers who have been sponsored and continuously held a Skilled Worker visa since prior to 04/04/2024."

If you don’t meet the Transitional Provision (above) we are unable to consider your application unless you can provide documentary evidence of your right to work in the United Kingdom.

For further info please visit: Skilled Worker visa: Overview - GOV.UK

Working for our organisation

CNWL (Central and North West London NHS Foundation Trust) has almost 7,000 staff providing integrated healthcare to a third of London's population, Milton Keynes and areas beyond. We involve service users, carers, the public, staff and partner organisations in the way that we are run. Our catchment area spans diverse communities, with over 100 first languages spoken. It contains areas of great affluence as well as areas of much deprivation. We are committed to providing services that meet the needs of the people who use them, and we actively encourage involvement from local people who can help make a difference. We’re proud of our diversity and we continue to undertake new initiatives to advance equality for LGBT+, BME and people with disabilities to promote good relations and understanding between our staff. We are recognised locally, nationally and internationally for providing high quality, innovative healthcare. We aim to employ only the best people, and our experts are frequently called upon to contribute to national health strategy and policy, and many models of our care have been adapted for use in other countries.

Person specification

EDUCATION And QUALIFICATIONS

• Good command of written and spoken English.
• English, GCSE or ‘O’ levels or other equivalent qualification
• RSA II or equivalent secretarial qualification

Previous Experience

• Experience of providing receptionist duties and dealing with members of the public both face to face and on the phone.
• Secretarial/administrative experience.
• Experience of working with staff at senior level.
• Experience of working in health or health related environment.

Desirable criteria

• Experience of working in a health or related setting.
• Experience of working within multidisciplinary teams

SKILLS And KNOWLEDGE

• Ability to use Microsoft Office and IT knowledge including use of databases and spreadsheets.
• Must be numerate and able to provide statistical data clearly and accurately
• Fast and accurate typing (minimum 50WPM)
• Demonstrate effective organisational ability over a wide range of tasks, e.g. filing, record keeping, data management, and ad hoc requests.
• Ability to work in a flexible and organised manner, to prioritise and work to deadlines.
• Ability to communicate effectively, both verbally and in writing
• Confidence to work on own initiative and to consult as needed.
• Ability to work positively in a team
• Ability to work under pressure.
• An appreciation and respect for the needs of people with mental
• health problems and their families and an ability to deal with aggressive or distressed clients.
• Ability to maintain confidentiality appropriately and understand the issues involved.
• Ability to treat service users with respect and dignity at all times, adopting a culturally sensitive approach, which considers the needs of the whole person.
• Able to build constructive relationships with warmth and empathy, using good communication skills.

Desirable criteria

• Knowledge of Client Administration Systems such as System 1.

Detailed Job Description And Main Responsibilities

To carry out a range of administrative tasks (incoming and outgoing post, faxes, photocopying, taking messages etc) and to be able to provide cover for other, administrative team members as and when required. To deal with telephone calls, correspondence and direct contacts with clients and internal or external agencies in an appropriate and professional manner, using judgement and discretion where necessary and referring complex matters to relevant senior members of staff. To attend the team meetings as required and to be an active participant in the monthly administrative team meeting. To act as secretary at meetings, taking and distributing minutes as appropriate, and to act as chair of the administrative team meeting on a rota basis with colleagues. To ensure that administrative systems within the team are operationally effective, advising the Office Administrator of any issues or concerns. To input and retrieve service user details and statistical data into the relevant Trust and local authority service user information systems.