Team administrator

Hpft; Welwyn Garden City; On-site; GBP 27,000 - 29,000; Part time

Job summary

Hertfordshire Partnership Foundation Trust is recruiting for a part-time Team Administrator to support the Adult Community Mental Health Service. The role involves confidential administrative duties, liaison with clinicians and managers, and maintaining electronic records.

You will manage diaries, handle correspondence, prepare reports, and assist with audits and data collection, ensuring accuracy and timeliness in a busy NHS environment.

Qualifications

• Diary management and accurate record-keeping are essential.
• Experience monitoring mailboxes and supporting teams in a busy environment.
• Proven ability to support meetings, minutes and scheduling tasks.
• Capability to cover team absence and manage competing priorities.
• IT literate with good English and proficiency in Microsoft software.
• Analytical judgement and initiative to handle confidential information.
• Experience in a healthcare setting is advantageous.
• Familiarity with audiotyping or similar data entry tasks.

Responsibilities

• Provide comprehensive administrative support to clinical and operational teams.
• Accurately record, maintain and update information on EPR and other Trust systems.
• Prepare and distribute routine and confidential correspondence, reports and service documents.
• Manage electronic and paper records in line with Trust procedures and information governance requirements.
• Support diary management, shared inboxes and enquiries, escalating issues appropriately.
• Act as a professional contact for staff, service users, carers and external agencies.
• Organise meetings, including agendas, papers, venues, attendance, minutes and action tracking.
• Support audits, data collection and reporting by gathering, checking and presenting information.
• Manage and prioritise routine and non-routine tasks independently, using initiative and judgement.
• Provide cover during absences or increased demand.
• Maintain and improve administrative systems and processes.
• Maintain confidentiality, comply with Trust policies and complete required training.

Skills

Diary management

Monitor mailboxes

Meeting support / minutes

Support team / absence cover

IT literate / Microsoft software /Good

Analytical judgement / initiative

Healthcare setting experience

Audiotyping

Tools

Microsoft Office Suite

Job description

Main area Team administrator Grade NHS AfC: Band 3 Contract Fixed term: 6 months (secondment for internal candidates) Hours Part time - 16.8 hours per week Job ref 367-ACM-101695

Site ACMHS- Town Welwyn Garden City Salary £27,106 - £28,850 per annum, pro rata (Inclusive of 5% HCAS) Salary period Yearly Closing 25/10/2026 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.

Please be aware that this role is NOT eligible for Sponsorship

If you already work for HPFT on a health and care visa, you will NOT be able to transfer your visa to this role as this role is NOT eligible for Sponsorship

To work as part of the Adult Community Mental Health Service and provide a comprehensive administrative support service to clinical and operational teams.

The post holder will undertake a wide range of administrative activities to support effective service delivery, including correspondence, data management, meeting administration, electronic record maintenance and coordination of team administrative processes.

The post holder will work independently, using initiative and judgement to prioritise workloads, meet deadlines and respond to changing service demands. The role requires a high degree of confidentiality, accuracy and attention to detail, together with effective organisational and communication skills.

The post holder will support the efficient operation of services through close liaison with clinicians, managers, service users, carers and external agencies and will contribute to the continuous improvement of administrative systems and processes.

Main duties of the job

• Provide comprehensive administrative support to clinical and operational teams.
• Accurately record, maintain and update information on EPR and other Trust systems.
• Prepare and distribute routine and confidential correspondence, reports and service documents.
• Manage electronic and paper records in line with Trust procedures and information governance requirements.
• Support diary management, shared inboxes and enquiries, escalating issues appropriately.
• Act as a professional contact for staff, service users, carers and external agencies.
• Organise meetings, including agendas, papers, venues, attendance, minutes and action tracking.
• Support audits, data collection and reporting by gathering, checking and presenting information.
• Manage and prioritise routine and non-routine tasks independently, using initiative and judgement.
• Provide cover during absences or increased demand.
• Maintain and improve administrative systems and processes.
• Maintain confidentiality, comply with Trust policies and complete required training.

Working for our organisation

Hertfordshire Partnership University NHS Foundation Trust are one of just five mental health trusts to achieve an overall rating of ‘Outstanding’ from theCare Quality Commission.

Our family of over 4,500 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. E verything is underpinned by choice, independence and equality, with our Trust values embedded throughout:

Welcoming. Kind. Positive. Respectful. Professional.

Detailed job description and main responsibilities

Please refer to complete Job description document attached.

With full description of job details and essential and desirable criteria.

Person specification

shortlisting criteria

• Diary management
• Monitor mailboxes
• Meeting support/ minutes
• Support team/absence cover
• IT literate/ Microsoft software/ Good English
• Analytical judgement/initiative
• Healthcare setting experience
• Audiotyping

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.