Team Administrator | West London NHS Trust

West London Mental Health Trust; Greater London; On-site; GBP 33,000 - 36,000; Full time

Job summary

West London Mental Health Trust is seeking an experienced Team Administrator in the MTLC sector based at Hounslow House. The role supports a busy EIP team with effective reception, records management and minuting of meetings, ensuring high-quality administrative services and accurate patient records.

Candidates should have strong IT skills, familiarity with NHS EPR systems and experience in clinic coordination. The post is a Band 4 Senior Team Administrator within NHS services in London.

Qualifications

• Confident organisation and minuting of meetings with action tracking.
• Experience using NHS EPR systems such as Rio, S1 or Iaptus.
• Experience supporting clinics, including MH forms, booking assessments and updating records.
• Strong IT skills, especially Microsoft Office, and data handling.
• Excellent written and verbal communication with colleagues, professionals and patients.

Responsibilities

• Provide high quality administrative service to a multi-disciplinary team.
• Offer comprehensive support and responsive reception service to callers.
• Carry out word processing and audio transcription using Microsoft packages.
• Support team meetings with diary management, minute taking and action logs.
• Maintain client record systems and comply with statutory and organisational policies.
• Handle day-to-day customer service with direct contact to service users and notes.
• Ensure case files are filed and stored according to policies and legal requirements.

Skills

Meeting minuting

NHS EPR systems

Clinic coordination

MS Office

Communication skills

Tools

Rio

S1

Iaptus

Job description

Team Administrator | West London NHS Trust

Company:

Company: West London Mental Health Trust

Salary: £33,262 - £36,027 per annum inclusive of 15% HCAS

MATERNITY, TRAUMA & LOSS CARE Service (MTLC)

for a Band 4 Senior Team Administrator

Based at HOUNSLOW HOUSE, HOUNSLOW

Are you an experienced, motivated administrator ready to take the next step in your NHS career?

We’re looking for proactive, organised and confident individuals to join our busy and supportive EIP Teams.

As a Team Administrator, you will play a key role in ensuring the smooth running of clinical and operational activity. We are seeking candidates with strong administrative experience and a passion for delivering high‑quality support.

We’re looking for people who can demonstrate:

• Confident organisation and minuting of meetings, with the ability to track and follow up actions
• Experience using NHS EPR systems such as Rio, S1 or Iaptus
• Previous support to clinics co-ordination, including (but not limited to): MH forms, booking of clinical assessments and reminders, and updating patient electronic records.
• Strong IT skills, particularly in Microsoft Office, and confidence working with data
• Excellent written and verbal communication skills when liaising with colleagues, professionals and patients

Assessment & Interview Process

Shortlisted candidates will be invited to complete a skills‑based assessment prior to interview. This will help us understand your strengths and ensure the role is the right fit for you.

Main Duties and Responsibilities

1. 1.1To provide a high quality administrative service to a multi-disciplinary team .
2. 1.2Within a team framework provide a high quality comprehensive support function ensuring effective standards of quality and equality to team of workers, including an effective responsive reception service to callers to office.
3. 1.3To provide an effective and efficient quality word processing support service, utilising software including Microsoft packages. And to carry out audio-transcriptions.
4. 1.4To support the team with all administrative tasks around team meetings including CIG meetings (diary management/minute taking/action logs)
5. 1.5To be responsible for initiating, developing and maintaining client record systems ensuring all of the statutory and organisational requirements for their maintenance, safekeeping and disposal are adhered to at all times.
6. 1.6To be responsible for the day to day processing of an effective and sensitive customer service when dealing with direct contact with Service Users, telephone calls and correspondence, (some patients may be emotionally vulnerable/distressed. Receiving and recording accurate and concise messages, ensuring messages are forwarded on appropriately and timely.
7. To be responsible for ensuring that all case files related to clients are filed and stored in accordance with agreed organisational policies and legal legislation

West London NHS Trust is one of the most diverse healthcare providers in the UK, delivering a range of mental health and physical healthcare and community services. The Trust runs Broadmoor Hospital, one of three high secure hospitals in the country, with an international reputation.

Our high secure services care for patients from South of England and we provide low and medium secure services across eight London boroughs. The Trust also provides mental and physical healthcare in three London boroughs (Ealing, Hounslow and Hammersmith & Fulham). We employ over 5,000 staff, of whom 59% are BME. Our turnover for 2024-25 is over £500m.

The Trust is rated as ‘Good’ overallby the Care Quality Commission. Forensic services are rated as ‘Outstanding’.

The Trust is an established partner and contributor in the development of the evolving North West London Integrated Care System and the Integrated Care Board. The Trust leads the NW London Children and Adolescent Mental Health provider collaborative.

The Candidate Pack provides an overview of the key tasks and responsibilities of the role, and the person specification outlines the qualifications, skills, experience and knowledge required. Please view as attached

The person specification below is not the full person specification, but outlines the criteria against which your application form will be assessed.

This advert closes on Saturday 10 Oct 2026

£34,186 - £37,389 per annum pro rata inclusive of 20% HCAS

£45,953 - £54,254 per annum inclusive of 15% HCAS