Team Administrator

South West London & St George's Mental Health NHS Trust; Greater London; Hybrid; GBP 1,515,000 - 2,066,000; Part time

Benefits offered by this job

Flexible working

Training and development opportunities

Job summary

South West London & St George's Mental Health NHS Trust is seeking an experienced Administrator to provide secretarial and admin support in a part-time role (7.5 hours/week). You will work with clinicians, team leads and service users to ensure smooth operation of mental health services from Wilson Hospital, with hybrid working options.

The role emphasises data accuracy, filing, reception duties, and supporting meetings.

Qualifications

• Experience providing administrative support in a healthcare setting.
• Proficient in Microsoft Office and data entry.

Responsibilities

• Maintain accurate electronic patient records and flag errors.
• Greet service users and manage reception courteously.
• Process referrals and coordinate with duty teams for urgency.
• Prepare agendas, distribute papers, take formal minutes, and follow up actions.
• Coordinate procurement and maintain stationery levels; liaise with procurement.

Skills

Microsoft Office

Attention to detail

Organisational skills

Tools

Administrative software

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. 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 be '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 of benefits 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.

• 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 their 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.