Team Based Administrator

Midlands Partnership NHS Foundation Trust; Stafford; Hybrid; GBP 18,000 - 24,000; Part time

Job summary

Midlands Partnership NHS Foundation Trust is seeking a part-time Team Based Administrator to provide comprehensive administrative support to the South Staffordshire Perinatal and Maternal Mental Health Team. The role involves hybrid working with travel across Staffordshire and Shropshire, 30 hours per week (0.8 WTE), and a closing date of 30 October 2026.

The post requires strong organisational and communication skills, ability to work independently, and experience with MS Office and data

Qualifications

• GCSE English and Maths at standard level.
• OCR Level III Word Processing or equivalent.
• ECDL/CLAIT IT qualification or equivalent.
• NVQ/Level 3 Business Administration or equivalent.
• Audio typing experience.

Responsibilities

• Provide confidential and efficient administrative support to the multidisciplinary staff within the team.
• Assist with agendas, papers, and minuting meetings; typing letters and reports.
• Input statistical information and ensure timely delivery of reports.
• Book training, rooms, and interpreters; manage diary and inbox.
• Deal with general enquiries, provide non-clinical advice, and cover for colleagues.

Skills

Prioritise workload

Confidentiality

Microsoft Office

Communication skills

Team working

Self-motivated

Travel willingness

Education

GCSE English & Maths (C or equivalent)

OCR Level III Word Processing

ECDL/CLAIT IT qualification

NVQ/Level 3 Business Administration

Audio typing experience

Tools

RIO

MS Office (Word/Excel)

Job description

Midlands Partnership NHS Foundation Trust

Team Based Administrator

The closing date is 30 October 2026

This role is not eligible for visa sponsorship. If it is identified that you require sponsorship to undertake this role your application may be withdrawn

Our perinatal and maternal mental health services have developed significantly over recent years with considerable focus on the expansion of the workforce to work towards the Long Term Plan ambitions.

Your role will involve providing comprehensive administrative support to the wider South Staffordshire Perinatal and Maternal Mental Health Team.

This is a part time position (30 hours 0.8WTE). There will be a mixture of hybrid working as well as, travel across Staffordshire and Shropshire.

Main duties of the job

The post holder will offer confidential and efficient administration support to the multidisciplinary staff within the team. The post-holder will provide an effective and efficient administrative service to the South Staffordshire Perinatal and Maternal Mental Health Team, including admin support to the team leads and senior clinicians.

The post holder will be required to work on his/her/their own initiative and demonstrate a willingness to help others and be a key member of the team. The post holder will be expected to be able to prioritise work and meet deadlines in order to fulfil the requirements of the post, Excellent interpersonal and communication skills are essential with an ability to deal with highly sensitive and challenging situations.

The post-holder will liaise with a wide range of people, partner organisations and agencies, both internally and externally on behalf of the South Staffordshire Perinatal and Maternal Mental Health Team ensuring that a professional image is maintained at all times

The post holder will be able work on own their initiative, organise their own workload without direct supervision on a daily basis to ensure deadlines are met and to enable compliance with all Policies and Procedures.

About us

Come and work with us at our award-winning NHS Trust, leading the way for trying new and better ways of working to help improve life for our local communities.

We have around 9,000 staff who provide physical and mental healthcare, support for people with learning disabilities, and adult social care across Staffordshire, Stoke-on-Trent, Shropshire, and Telford & Wrekin. We also run regional and national services, including help for new parents (perinatal care), eating disorders, forensic services, sexual health, and support for people in prison with mental health, drug, or alcohol problems.

We offer great career development for both clinical and non-clinical roles, with ongoing training and support to help you learn and grow.

We are 'United in our Uniqueness' and committed to creating a workplace where everyone feels welcome and can be themselves, no matter their background or identity. We want our staff to feel supported and valued, and we aim to build a team that reflects the communities we serve. Together, we can make sure every voice is heard, and every difference is respected.

Please note, we may close this vacancy early if we receive a high volume of applications

Please note: If you use Artificial Intelligence (AI) as part of your application, we encourage you to review the Trust's guidance on the use of AI within the recruitment process. Further information can be found on Join Us :: Midlands Partnership University NHS Foundation Trust or www.mpft.nhs.uk/joinus

Job responsibilities

To provide general administrative services to support the smooth running of clinical services including:

• 1. Supporting with the preparation of all documentation, including agendas, circulating papers and minuting meetings.
• 2. Typing letters and reports.
• 3. To collect and input statistical information as required and ensure that reports where requested are delivered within timescales.
• 4. Making bookings and cancellations e.g. training places, rooms and interpreters.
• 5. Receive, sort and distribute internal and external mail, ensuring that important and sensitive information is brought to an appropriate persons attention in a timely manner.
• 6. Supporting diary management of an individual or individuals (arranging meetings/appointments/groups etc).
• 7. Monitoring of an individual and team inbox.
• 8. Provide general non-clinical advice to deal with all enquiries and communicate effectively on behalf of the Team.
• 9. To deal professionally and promptly with telephone enquiries, taking and processing messages accurately and adhering to relevant policies and procedures.
• 10. Providing cover for other administrative colleagues during staff absence.
• 11. Dealing with patient/public enquires about services - liaising with professionals where required and escape as appropriate.

To provide administrative support to clinical pathways including:

• 12. Adding patients and input referrals into the clinical system as required by the service.
• 13. Booking appointments on the clinical system including identifying clinic availability in situations where it may not be immediately obvious (e.g. no capacity available in one clinic).
• 15. Processing clinical requests e.g. sending onward referrals, chasing results.
• 16. Ensuring appointments take place within specified waiting times or other targets and taking proactive action if they are not (liaising with colleagues to do so).
• 17. Dealing with queries about appointments.

Providing administrative support to quality, performance and contract processes including:

• 18. To be aware of the procedure for reporting incidents and potential complaints to the Trusts Internal Systems and Team Leader.
• 19. To contribute to the collection and inputting of data required to support the outcomes for the service, including maintaining of spread sheets/databases where required.

Person Specification

Qualifications and Training

• Good standard of general education including English and Maths at GCSE Grade C or equivalent or Functional skills (English and Maths) Level 2
• OCR Level III Word Processing / Text Processing or equivalent
• ECDL/CLAIT IT qualification or equivalent
• NVQ/ Level 3 Business administration
• Audio typing experience

Experience

• Relevant experience in administration support role including dealing with telephone enquiries in a timely manner
• Experience of dealing with sensitive/distressing issues
• Previous experience of data input
• Experience of using RIO

Skills, knowledge and abilities

• Demonstrate the ability to prioritise workload in order to meet deadlines
• Demonstrate an understanding of the importance of effective team working
• Demonstrate an understanding of the importance of confidentiality
• Demonstrate a high level of communication skills, both written and verbal
• Excellent organisational skills and work on own initiative
• Proficient in the use of Microsoft Office packages e.g. Word, Excel etc.
• Provide training/advice to other team members on use of computer packages
• An interest in developing the team social media presence/strategy across various platforms alongside others within the team

Personal attributes

• Demonstrate a willingness to undertake further training and identify own development needs
• Flexible and adaptable approach to work
• Ability to travel if required

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

Midlands Partnership NHS Foundation Trust