Team Administrator

Hpft; Stevenage; On-site; GBP 28,000 - 31,000; Part time

Job summary

Hertfordshire Partnership Foundation Trust is seeking an administrative professional for the Mental Health Liaison services in Stevenage. The role provides first-line contact, ensures professional admin support, and handles confidential information.

Key duties include audio typing, appointment scheduling, and telephone duties within a supportive team. The position is part-time and pro rata, with NHS trust values guiding daily work.

Qualifications

• Educated to GCSE level with appropriate qualifications.
• Proficient in Microsoft 365 applications.
• Knowledge of the PARIS system used in NHS settings.

Responsibilities

• Provide secretarial and administrative support to Mental Health Liaison services in Stevenage.
• Audio typing and booking appointments for clinics and meetings.
• Answer the telephone, take messages and route queries to the duty worker.

Skills

Microsoft 365

PARIS knowledge

Medical terminology

Education

GCSEs

Job description

Main area Administration Grade Band 4 Contract Permanent Hours Part time - 15 hours per week (9am-5pm, Monday to Friday pro rata) Job ref 367-A&UC-101658

Site Lister Hospital Town Stevenage Salary £28,392 - £31,157 per annum, pro rata Salary period Yearly Closing 11/10/2026 23:59

Values Based Screener

At Hertfordshire Partnership Foundation Trust we are looking for people to join us who share our values and those of the NHS. Before your application can be considered please take part on our online values questionnaire, which you can find below. When you have finished you will be sent a 'completion code' by email, which will be valid for 6 months and required to submit your application form.

Whilst we welcome all applications from all suitable candidates, unfortunately, we will not be offering sponsorship for this role.

We are looking for a motivated individual to join our administrative team team within the Mental Health Lisasion services based in Stevenage.

Our Administrators are pivotal to our work in providing first line contact to people who call us, and in providing a comprehensive, professional and effective administrative support to our team.

You will have the ability to work well within a team environment and be able to manage and prioritise workload, being able to work on your own initiative with minimal supervision.

In return, we offer structured supervision and access to training and development as part of your own personal development and support plan. A friendly and supportive team environment.

Main duties of the job

The job role involves providing comprehensive, professional, and effective secretarial and administrative support to the Mental Health Lisasion services based in Stevenage.. You will be responsible for audio typing, booking appointments for clinics and meetings, answering the telephone, taking messages, passing relevant queries to the duty worker, organising rooms, sending out agendas, taking meeting minutes and other general administrative duties.

This is a busy and varied role so good interpersonal skills are required. As some of the work will involve speaking to service users on the telephone, you must display a considerable degree of tact, possess mature judgement and maintain a calm, friendly and efficient manner.

The right person will be able to work with a degree of autonomy and apply a high degree of confidentiality to all of their work.

Our family of over 4,000 members of staff provide health and social care for people with mental ill health, physical ill health and learning disabilities across Hertfordshire, Buckinghamshire, Essex and Norfolk, delivering these services within the community and several inpatient settings. Everything is underpinned by choice, independence and equality, with our Trust values embedded throughout:

Welcoming. Kind. Positive. Respectful. Professional.

Detailed job description and main responsibilities

To be highly skilled and experienced in the full range of secretarial work practices, software programmes, and specialised functional terms.

To be proficient in the use of dictation software such as T-Pro.

Processing clinic letters, produce appointment letters and enter appointments in the electronic patient record (currently PARIS)

To be proficient in using the electronic patient record for administrative purposes.

To use knowledge, and experience to assist other members of the admin team when requested to undertake additional admin tasks such as scanning, photocopying, answering the telephone etc.

To update skills as necessary and attend mandatory training

To work unsupervised, on a daily basis, prioritising own workload, using initiative as to what is routine and what is urgent.

To use agreed guidelines/procedures and developed knowledge/skills/qualifications when working autonomously and managing own work.

For a more comprehensive Job and Person Specification please read attached before applying

Person specification

Knowledge, Training and Experience

• Educated to Secondary Level with GCSE qualifications or equivalent
• Advanced Microsoft 365 skills
• Proficient knowledge of PARIS system
• Willingness to complete further training and qualification identified as appropriate to the role

Experience

• The ability to organise and prioritise own workload within any specified guidelines where guidance is not readily available, but at set intervals
• Proficient in diary management coordinating appointments to ensure best use of time
• Experience of taking formal minutes of meetings
• Evidence of ability to be flexible and show initiative, sensitivity and enthusiasm to work as part of a team
• Knowledge of medical terminology
• Experience in an NHS or Healthcare environment

Communication Skills

• Excellent verbal and written communication skills in person, on telephone or email, whilst taking into account the confidential nature of the communication
• To be experienced in dealing with people in distress in a calm and confident manner, using de-escalation skills where appropriate
• To have proven skills and experience establishing effective working relationships with Managers and colleagues.

Analytical Skills

• Problem solving, decision making and analytical skills
• Make judgements, without direct supervision, as to the importance/urgency of workload issues
• Responsibility of maintaining accurate records of all referrals and patient details, discharging patients and notifying all professionals and agencies involved.

Please note, we do not charge fees for job applications, recruitment processes, sponsorship arrangements, or employment offers. Please see the Trust careers vacancy webpage and Trac as the only authorised routes for recruitment communications, applications and verification of job 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.