Senior Team Administrator

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South London and Maudsley NHS Foundation Trust has a rich history, well-established community links and an international reputation. We deliver specialist services in the London boroughs of Croydon, Lambeth, Lewisham and Southwark, Bexley, Bromley, Greenwich, Wandsworth and Richmond.

We are committed to provide a high quality and specialist care to our service users and we are recognised for our care and treatment we provide. The Care Quality Commission already rates our services as 'good'.

We launched our five-year strategy, Aiming High; Changing Lives in 2021 together with Our Care Improvement System as our quality management system methodology to make a positive impact on patient care, outcomes and staff experience. By joining SLaM, all staff will get the opportunity to be part of this exciting improvement journey supported with learning and development to harness everyone's potential as change makers.

The trust recognises the unique and valuable contribution that people with lived experience of mental illness can bring to a role. We therefore welcome applications from people with lived experience and consider them as an asset to the Trust.

Our Values

We take pride in providing specialist care to our service users where our Trust values and our promise to be caring, kind, polite, prompt, honest, listen and do what I say I'm going to do is at the heart of everything we do. When you join us, you'll be part of something special.

As a Trust we are happy to talk flexible working.

Job overview

We are seeking a motivated and experienced Administrative Support Officer to join our Primary Care Mental Health Team (PCMHT) - Southwark North. This is a key role within a fast-paced, multidisciplinary service supporting individuals with mental health needs.

You will provide high-quality administrative support to a team of clinicians and support staff, helping to ensure the smooth running of the service and contributing to the delivery of excellent patient care.

This is a full-time position, working Monday to Friday, 09:00-17:00, with one day per week working from home. On-site attendance is required for induction, training, and ad hoc meetings as directed by the Business Manager.

Please note: This post may close earlier than the advertised date if a high volume of applications is received.

Main duties of the job

• Provide proactive and comprehensive administrative support to a multidisciplinary team.
• Act as the first point of contact for telephone, email, and in-person enquiries from service users, carers, GPs, and other professionals.
• Deliver a high standard of customer service in line with Trust values.
• Process referrals and clinical correspondence using the electronic Patient Journey System (ePJS).
• Support reception duties twice weekly and as required by the Business Manager.
• Assist with monthly health and safety checks and follow up on any required actions.
• Manage stock ordering and procurement of goods/services up to £500, including raising purchase orders and liaising with suppliers.
• Provide flexible administrative cover across the service as directed.

Working for our organisation

Working for our team:

The Primary Care Community Mental Health Teams (PCMHTs) provide assessments and short-term interventions for individuals with mental health needs. Our teams include nurses, doctors, psychologists, psychotherapists, occupational therapists, and specialist support workers offering employment advice, benefits support, and social inclusion services.

We work closely with acute and crisis services, as well as primary care providers, to ensure that service users receive the right care at the right time. Southwark is served by two PCMHTs aligned with local Primary Care Networks.

You will be joining a supportive and collaborative team committed to delivering high-quality, person-centred care. Regular supervision and development opportunities are provided to support your growth in the role.

Detailed job description and main responsibilities

Detailed job description and main responsibilities:

The successful candidate will:

• Provide efficient administrative support to ensure the effective operation of the PCMHT Southwark North.
• Manage incoming referrals and clinical documentation, ensuring accurate data entry and timely processing.
• Communicate effectively with service users, many of whom may be experiencing mental health challenges, as well as with internal and external stakeholders.
• Demonstrate strong IT skills, particularly in Microsoft Office 365 (Outlook, Word, Excel).
• Maintain confidentiality and adhere to data protection policies at all times.
• Support the team with reception duties, procurement processes, and health and safety responsibilities.
• Be flexible and responsive to the changing needs of the service, with the ability to manage multiple tasks and work under pressure.

You will be expected to work within the team's policies and procedures and contribute to a positive and inclusive working environment.

Person specification

Qualifications

Essential criteria

• NVQ level 3 in Admin or equivalent experience
• Good standard of general education including English

Desirable criteria

• Experience in the NHS or similar large complex organisation

Experience

Essential criteria

• Experience of working with mental health patients
• Working to tight deadlines
• Team working
• Handling confidential information
• Supporting junior administrative staff
• Diary Management and Booking systems

Desirable criteria

• An understanding of Electronic Patient Journey System

Skills

Essential criteria

• Ability to interpret and follow written guidelines
• An eye for detail
• Proficient in Microsoft Outlook, Word, Excel and PowerPoint
• Good verbal communication
• Good written communication
• Ability to liaise and work with all levels of staff
• Able to use your own initiative and work unsupervised
• Knowledge of H&S requirements

Desirable criteria

• Tact/diplomacy
• Flexibility

The Trust is committed to providing services which embrace diversity and that promote equality of opportunity. We are a Disability Confident Employer, we welcome applicants from all sections of the community and people of all protected characteristics. We provide reasonable adjustments for candidates with a disability and are committed to treating people fairly with compassion, respect and dignity and in promoting equality and human rights. We aim to put this commitment into practice by:

• Embedding our commitment to tackling inequality, eliminating discrimination and harassment; promoting equality of opportunity and fostering good relations in our everyday practice
• Ensuring that all our services and all staff understand and support our commitment
• We believe that people who use our services, their carers and our staff, should be treated with compassion, respect and dignity

Please note:

• That all applications for this post will need to be made online
• That you read and understand the Job Description and Personal Specification attached to the role. Your Statement in Support should reflect the requirements specified as your application will be judged against these criteria
• That the closing date listed is a guide only and that the vacancy may close earlier should sufficient number of applicants have been received. We advise that you submit your application as early as possible
• That once you have submitted your application you agree to your application being transferred to a 3rd party e-recruitment system. All subsequent information regarding your application will be generated from apps.trac.jobs
• That should you not have heard from us within three weeks from the closing date your application has not successful
• That priority consideration for applications may be given to at-risk NHS employees
• That should you be successful and appointed, you authorise South London and Maudsley NHS Foundation Trust to confirm your previous NHS service via an Inter Authority Transfer (IAT) process
• That we are a smoke-free Trust

SLaM is a Stonewall Diversity Champion , Stonewall is the largest Lesbian, Gay, Bi and Trans (LGBT) rights charity in Europe'

Employer certification / accreditation badges

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Documents to download

• JD PS Band 4 Senior Team Administrator PCMHTN (PDF, 632.5KB)
• SLaM Staff Benefits (PDF, 1.1MB)
• Happy to Talk Flexible Working (PDF, 680.1KB)