Team Administrator | South West London and St George's Mental Health NHS Trust

South West London and St Georges Mental Health Trust; Greater London; Hybrid; GBP 25,000 - 30,000; Part time

Job summary

A healthcare provider is seeking a part-time Band 4 team administrator to support the Wandsworth CAMHS Tier 3 team at Springfield Hospital. Ideal candidates will have prior NHS administration experience and strong organisational, communication, and interpersonal skills. Responsibilities include data management, supporting appointments, and providing excellent service to patients. The position offers flexible, hybrid working arrangements and opportunities for career development within a supportive environment.

Benefits

Flexible working

Career development opportunities

Access to modern mental health facilities

Qualifications

• Previous experience in NHS Trust administration roles.
• Ability to prioritise a busy workload and work effectively under pressure.
• Familiarity with Trust dashboards and local authority requirements.

Responsibilities

• Ensure data accuracy on patient care records.
• Support team members in accessing information.
• Manage telephone enquiries with sensitivity.
• Coordinate appointments and maintain filing systems.

Skills

Excellent organisational skills

Communication skills

Interpersonal skills

Attention to detail

Proficiency in Microsoft Office

Ability to work under pressure

Tools

Microsoft Office Suite (PowerPoint, Excel)

Audio‑typing tools

Job description

We are seeking a part-time band 4 team administrator for Wandsworth CAMHS Tier 3 team – based at Springfield Hospital site – 3 days per week (22.5hrs per week).

The successful candidate must be a good team player, with a focus on ensuring that an effective administration service is provided. They must have previous experience of administration roles within an NHS Trust setting, be flexible and able to work under pressure, possess excellent organisational, communication and interpersonal skills, and have the ability to prioritise a busy workload. Hybrid working will be considered with a minimum of 2 days onsite.

Key Responsibilities

• Ensure data on the required electronic patient care record or Local Authority systems is accurate and up to date. Review the Trust dashboard or extract routine data for the Trust and/or team members. Address and alert teams to errors and problems as they arise.
• Support team members in accessing basic information held on My Dashboards and Pulse.
• Ensure that all service users, patients and visitors are received in a courteous and efficient manner, covering the outpatient reception when required.
• Be responsible for ensuring referrals to the teams are processed efficiently, responding to urgent referrals when necessary and making sure they are passed on to the duty team.
• Facilitate effective communication within the team by providing team members with messages and information.
• Handle all telephone enquiries to the team politely and sympathetically, ensuring messages are passed on to the appropriate person in a timely and accurate manner, often involving difficult and distressed patients on the phone or in person.
• Support the administration of multi‑agency meetings, panels, Safeguarding Meetings and forums as required, including the preparation/distribution of agendas and associated papers, formal minute taking and follow‑up actions and distributing these as appropriate.
• Maintain confidentiality at all times regarding the content of multi‑disciplinary meetings, panels and Safeguarding meetings, including booking or video conferencing rooms where required.
• Ensure that Admin related Trust KPIs are addressed through regular reports provided by the Team Manager. Coordinate all support services provided to the team, including domestic, catering, security, estates and be the contact for maintenance issues.
• Be responsible for ordering and purchasing stationery and office supplies for staff, monitor and ensure that adequate levels are maintained and liaise with the Procurement Team regarding any problems.
• Photocopy/fax/scan/email as requested by other members of the team.
• Implement Trust and team policies/procedures and propose changes to practices if necessary.
• Ensure that all correspondence and documents, such as assessment letters, discharge summaries and other documents are accurately and efficiently typed and dispatched according to priority.
• Audio‑typing using the Big Hand technology.
• Book outpatient appointments and consulting/meeting rooms.
• Ensure that computerized records of patient information are maintained and updated.
• Establish and maintain an effective filing system, including clinical files.
• Ensure that all post is opened, date‑stamped and distributed accordingly.
• Demonstrate initiative, diplomacy and tact when dealing with urgent referrals to the team (often at a point of crisis from other professionals).
• Be proficient and confident in the use of Microsoft packages including Powerpoint and Excel.
• Provide cover in the absence of the Service Support Administrator for visitors into the department and/or Out Patients Department.
• Record attendance of patients and book follow‑up appointments if needed.
• Support in the follow‑up clinic documentation.
• Coordinate patient appointments as requested, including appointment invites, sending relevant literature, ensure appointments are managed in the diary and clinic rooms are booked.
• Facilitate clinic staff to efficiently manage the smooth running of clinics.
• Guide service users in locating the Real Time Feedback kiosk to provide feedback on their care.

Qualifications and Skills

• Previous experience in NHS Trust administration roles.
• Excellent organisational, communication and interpersonal skills.
• Ability to prioritise a busy workload and work effectively under pressure.
• Good factual attention to detail and discretion.
• Proficiency in computerised information systems, familiarity with Trust dashboards and local authority requirements.
• Experience in audio‑typing and word‑processing.
• Familiarity with Microsoft Office suite including Powerpoint and Excel.

Benefits

• Flexible working – part‑time, hybrid, and at least 2 days onsite.
• Career development opportunities within the Trust.
• A diverse and inclusive working environment that actively opposes racism and welcomes people from all backgrounds.
• Access to newly built mental health facilities at Springfield University Hospital and other developments across sites.

We are proud to belong at South West London and St George’s Mental Health NHS Trust, backed by a Commitment to providing the best quality care for those with mental ill‑health, rated ‘good’ by the Care Quality Commission and aspiring to be ‘outstanding’.

This advert closes on Tuesday 16 Dec 2025.