Team administrator

Hertfordshire Partnership University NHS Foundation Trust; Welwyn Garden City; On-site; GBP 27,000 - 29,000; Full time

Job summary

Hertfordshire Partnership University NHS Foundation Trust is seeking a Team Administrator to join the Adult Community Mental Health Service. You will provide comprehensive administrative support to clinical and operational teams, ensuring timely documentation and confidentiality.

The role involves diary management, record maintenance on EPR, handling correspondence, coordinating meetings, and liaising with staff, service users, carers and external agencies to support service delivery.

Qualifications

• Experience in healthcare administration or similar environment.
• Ability to manage diaries, mailboxes and meetings.
• Strong information governance and confidentiality awareness.

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.
• Maintain confidentiality, comply with Trust policies and complete required training.

Skills

Diary management

Monitor mailboxes

Meeting support/minutes

IT literate

Microsoft software

Good English

Analytical judgement

Healthcare setting experience

Audiotyping

Tools

Microsoft Office

Job description

Hertfordshire Partnership University NHS Foundation Trust

Team administrator

The closing date is 25 October 2026

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.

About us

Hertfordshire Partnership University NHS Foundation Trust are one of just five mental health trusts to achieve an overall rating of 'Outstanding' from the Care 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. Everything is underpinned by choice, independence and equality, with our Trust values embedded throughout:

Welcoming. Kind. Positive. Respectful. Professional.

Job responsibilities

Please refer to complete Job description document attached.

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

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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

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer name

Hertfordshire Partnership University NHS Foundation Trust

£27,106 to £28,850 a yearper annum, pro rata (Inclusive of 5% HCAS)