Team Administrator | East London NHS Foundation Trust

East London NHS Foundation Trust; Bedford; On-site; GBP 25,000 - 30,000; Full time

Job summary

East London NHS Foundation Trust is seeking a proactive Team Administrator (Band 4) to provide high-quality administrative and secretarial support to the Operational Leads and the multidisciplinary clinical team.

You will develop and maintain administrative systems, manage sensitive information, and liaise with professionals to ensure an efficient service. The role requires excellent communication, independence, and teamwork in a confidential NHS environment.

Qualifications

• Excellent written and verbal communication skills.
• Ability to work independently and as part of a team.
• Strong organisational skills to ensure efficient service delivery.
• NHS admin/secretarial experience is advantageous.

Responsibilities

• Receive and manage all incoming calls and visitors professionally.
• Provide comprehensive admin/secretarial support to the Operational Lead and team.
• Ensure post is date-stamped and mail distributed to appropriate recipients; manage outgoing mail.
• Check Rio system for weekly admissions/referrals and shortages, sending reminders for overdue summaries.
• Coordinate collection and updating of patient information on files; monitor data quality.
• Develop and maintain information systems; prepare reports and audits from gathered data.
• Communicate with patients, staff, legal professionals, and MDT members as appropriate.
• Arrange appointments, clinics and bookings for the Operational Lead's service/team.
• Maintain effective communication with people from diverse backgrounds; handle sensitive situations tactfully.
• Induct new staff to appropriate filing and administration systems.

Skills

Administrative support

Communication skills

Organisational skills

Team player

Job description

Team Administrator | East London NHS Foundation Trust

The countywide Early Intervention in psychosis service are looking for an enthusiastic and team player candidate for a band 4 administrative role toprovide high-quality administrative and secretarial support to the Operational Leads and the multi-disciplinary clinical team. The role requires excellent written and verbal communication skills, the ability to work both independently and as part of a team, and strong organisational skills to ensure the smooth and efficient running of the service.

The successful candidate will work closely with the Business Support Lead and Team Manager, will contribute to delivering an effective, responsive, and confidential administrative service. They will develop and maintain administrative systems, manage sensitive information appropriately, liaise with a wide range of professionals, and support key operational functions across the team.

• Receive and appropriately manage all incoming calls and visitors, ensuring a courteous, helpful, and professional response at all times.
• Provide a comprehensive administrative / Secretarial support to the Operational Lead and team/service. Including processing all reports, correspondence and documentation.
• Ensure that all incoming post is date-stamped and distributed to the appropriate persons, and that out-going mail is sorted according to internal, external departments and relevant agencies
• Check Rio system for weekly admissions/referrals and discharges and sending out reminders for overdue discharge summaries.
• Coordinate the collection of and update of patient information on files and on team/service database systems ensuring data quality is monitored and any concerns raised.
• Develop and maintain information-gathering systems for the team and as required, prepare reports and audits from the data gathered
• Communicating with patients / Staff legal professionals, other clinicians and members of the multidisciplinary team as appropriate
• Arrange appointments, clinics and bookings for the Operational Lead service/team.
• Communicate effectively with a wide range of people from different backgrounds. Dealing sensitively and tactfully with clients and their parents/carers in person, or on the telephone.
• Have excellent verbal, written and communication skills

Our mission is to make a positive difference to people's lives by improving the quality of life for all we serve. Our values are: We Care, We Respect, We are Inclusive - so we are looking for people who live and breathe these qualities when supporting service users and carers, and in their relationships with colleagues in the Trust and our partner organisations.

Unfortunately we are unable to offer sponsorship for this role.

In addition to the above duties, the successful candidate is expected todeal sensitively with service users or their carers/relatives who may be distressed. To exercise judgment when dealing with inquiries and resolve patient problems by providing information and advice regarding appointments or the service as appropriate, or by passing on to the appropriate team member.

As required to work flexibly to provide reception and switchboard duties including answering the telephone, taking messages, transferring calls and dealing with clients who may drop in to visit the clinicians.

To take and relay clear messages. This includes handling queries from other professionals and obtaining information to enable these to be dealt with as effectively and speedily as possible.

To use information technology for a range of purposes

To induct new staff to appropriate filing and administration systems

Maintain office-filing systems and ensure information relating to service users is accessible to relevant staff, ensuring confidentiality at all times.

Book interpreters and translators for clients appointments and monitor confirmation of bookings and action as appropriate.

Upload admissions/referrals and discharge and other documents onto Rio and retrieving information/documents from Rio.

Provide clerical support to team members including opening, withdrawing, archiving and closure of case records and filing.

Report to the Operational Lead Business Support Lead any issues that are of concern relating to health and safety of the building.

This advert closes on Thursday 12 Nov 2026

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