Team Administrator

West London NHS Trust; London; On-site; GBP 25,000 - 30,000; Full time

Job summary

The West London NHS Trust is seeking an experienced Administrator for the Cassel Outreach Service. This role involves providing comprehensive administrative support to ensure efficient office operations while delivering a high-quality service focused on patient care. The position is full-time under a fixed-term contract, geared towards candidates with a strong administration background and excellent communication skills.

Qualifications

• Experience in secretarial/administration background.
• High competency in Microsoft Office.
• Experience in a mental health setting preferred.

Responsibilities

• Deliver high-quality administrative service to the Outreach Services.
• Coordinate patient appointments and review meetings.
• Maintain office supplies and resources.

Skills

Excellent communication skills

Organisational skills

Audio typing skills

Ability to work under pressure

Education

5 GCSE grade C or above, including English

I.T. qualifications in Word, Excel

NVQ 3

RSA 3

ECDL

Tools

Microsoft Word

Microsoft Excel

RiO or similar electronic patient record system

Job description

Use the job search to find and apply for roles using keywords or look at the roles listed below.

West London NHS Trust provides a full range of mental health, community and physical healthcare services for children, adults and older people living in the London boroughs of Ealing, Hammersmith & Fulham and Hounslow.

We also provide some specialist services that are commissioned regionally, such as our medium secure services; and nationally, such as the Cassel Hospital for people with complex and severe personality disorder and our high secure services at Broadmoor Hospital.

Job overview

Cassel Hospital

Band 4:37.5 hrs per week Mon – Fri

Maternity cover – July 25 for 1 year fixed Term contract

An Opportunity has become available for an experienced Administrator to support the Cassel Outreach Service & wider Clinical Team. We are seeking an experienced, confident and personable person for this role who is able to:

To deliver a high quality comprehensive administrative service to the Cassel Outreach Service and Managed Clinical Network teams. To ensure efficient and smooth running of the office and provide a high quality patient focussed service.

Main duties of the job

Key Result Areas & Performance :

· To provide a high quality administrative service to all members of the Outreach Services & wider Cassel Clinical Team

Ø diary invites

Ø emails/meeting reminders

Ø minute taking / typing & distribution of minutes

· To support the Outreach Services and wider Cassel Team to ensure adequate levels of information, resource materials, office sundries and supplies for the departments are always maintained

· To support & coordinate the Outreach Service and wider Cassel Team with organisation of any training/away days

· To support the referral process for the Outreach Service

· To coordinate the dates and invitations for the Outreach patient reviews

· To type assessment reports and review letters

· To send appointments to patients

· to attend twice weekly Outreach meetings and type and distribute the minutes

Working for our organisation

West London NHS Trust is one of the most diverse healthcare providers in the UK, delivering a range of mental health and physical healthcare and community services. The Trust runs Broadmoor Hospital, one of three high secure hospitals in the country, with an international reputation.

Our high secure services care for patients from South of England and we provide low and medium secure services across eight London boroughs. The Trust also provides mental and physical healthcare in three London boroughs (Ealing, Hounslow and Hammersmith & Fulham). We employ over 5,000 staff, of whom 59% are BME. Our turnover for 2024-25 is over £500m.

The Trust is rated as ‘Good’ overallby the Care Quality Commission. Forensic services are rated as ‘Outstanding’.

The Trust is an established partner and contributor in the development of the evolving North West London Integrated Care System and the Integrated Care Board. The Trust leads the NW London Children and Adolescent Mental Health provider collaborative.

Detailed job description and main responsibilities

The Candidate Pack provides an overview of the key tasks and responsibilities of the role, and the person specification outlines the qualifications, skills, experience and knowledge required. Please view as attached

The person specification below is not the full person specification, but outlines the criteria against which your application form will be assessed.

Person specification

QUALIFICATIONS

• Literate and numerate and 5 GCSE grade C or above, including English
• I.T. qualifications in Word, Excel or equivalent experience.
• Microsoft Word and Excel
• NVQ 3
• RSA 3
• ECDL

EXPERIENCE

• Secretarial / Administration background
• Filing
• Diary management
• Minute taking. Reprographic experience (photocopying)
• Highly competent user of Ms Office incl Word/Excel/email
• Experience of using large databases eg. Patient information systems
• Arranging bookings for: clinics, conferences, large meetings and workshops.
• Working in a team.
• Experience of using databases.
• Working in a Mental Health setting.
• Background of administration experience at senior level

KNOWLEDGE

• Confidentiality
• Data Protection Act
• A range of secretarial processes / Admin procedures
• Knowledge of H&S issues
• Proficient in Microsoft Word and excel
• Understanding of psychiatric terminology
• Willingness to learn and take on responsibility for other tasks.
• Understanding of mental health issues

SKILLS

• Excellent communication skills – written and verbal.
• Ability to work autonomously within a team and with other disciplines.
• Audio / copy typing skills
• Ability to work under pressure as part of a team or independently
• Organisational skills
• Good presentation/ standard of work
• Advanced Excel skills
• Microsoft PowerPoint
• Trained in the use of RiO or similar electronic patient record system

As an employee of West London NHS Trust, you have a responsibility to maintain a sound understanding of, and a commitment to uphold the National Health Service values and principles set out in the NHS Constitution.

We reserve the right to close adverts prior to the closing date stated should we receive a high volume of applications.

By applying for this post you are agreeing to West London NHS Trust transferring the information contained in this application to its preferred applicant management system. If you are offered a job, you will be required to undergo a pre-employment checks which can take between 4-8 weeks . After which your information will also be transferred into the national NHS Electronic Staff Records system (ESR ).

Please ensure you include email addresses for your referees which MUST be at supervisory or managerial capacity covering the last 3 years of employment to date to avoid delay in the recruitment process.

West London NHS Trust is committed to safeguarding all children and vulnerable adults and expects all staff and volunteers to share this commitment.

We encourage the thoughtful use of technology as a demonstration of strong time management and a commitment to innovation. However, we encourage applicants to personalise their recruitment application to showcase their unique skills and experiences.

While AI-generated content can be a helpful tool, relying solely on generic responses instead of highlighting your own strengths and achievements may impact the success of your application. The success of an application will always be assessed against the essential and desirable criteria for the role, so it is important to ensure that your application and any supporting information clearly demonstrate how you meet these requirements.

Employer certification / accreditation badges

At West London NHS Trust, we want you to support you to build a career you can be proud of and this starts before your first day with us. Our people live our values every day as they deliver, manage and work to improve our services to patients, carers, families and other professionals.

We’re committed to making our recruitment process clear and efficient. It’s in everyone’s interest that we get the very best people on board as soon as we can.