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 Senior Team Administrator to join the 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. The post is fixed term to cover maternity leave until June 2027.

The successful candidate will provide high-quality administrative support to clinicians and support staff, helping to ensure the smooth and effective running of the service and contributing to the delivery of excellent patient care.

This is a full-time role, 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.

Applicants must clearly demonstrate in their application how they meet each of the essential criteria outlined in the person specification.

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

Main duties of the job

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

Person Requirements

• Excellent organisational, communication, and time-management skills with strong attention to detail.
• Confident IT skills, including Microsoft Word and Excel, and experience working in a busy office environment.
• Able to work independently and as part of a team, managing competing priorities under pressure.
• Enthusiastic, motivated, and committed to delivering a high-quality service and making a positive difference.

Working for our organisation

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

Administrative Support

• Provide proactive, comprehensive administrative support to clinicians and support staff within the multi-professional team.
• Process clinical documentation, manage queries, and complete accurate data entry in line with service requirements.
• Maintain a daily routine of scanning documents onto the electronic system.

Communication & First Point of Contact

• Act as the first point of contact for telephone, email, and face-to-face enquiries from service users, carers, GPs, and other professionals.
• Screen and appropriately re-route calls, take clear and concise messages, and deal with enquiries appropriate to the role.
• Deliver a professional, confidential, and high-quality customer service aligned with Trust values and objectives.

Referral, Records & IT Systems

• Use the electronic Patient Journey System (ePJS) to manage referrals, correspondence, and clinical documentation.
• Develop and maintain effective data collection and administrative systems to support service delivery.
• Be proficient in the use of multiple IT systems relevant to the service.

Reception & Service Cover

• Provide reception cover twice weekly and as required.
• Work flexibly with other members of the administrative team to ensure service-wide cover arrangements are maintained.
• Provide administrative cover across the service as directed by the Business Manager.

Organisation & Prioritisation

• Prioritise daily tasks and ongoing workloads to meet agreed timescales while maintaining quality standards.
• Manage multiple competing tasks within the working day and respond flexibly to unexpected pressures.
• Work autonomously using excellent organisational and prioritisation skills.

Meetings & Appointments

• Arrange appointments and meetings as required.
• Attend meetings and produce clear, accurate, and timely minutes.

Health, Safety & Service Environment

• Support the maintenance of the service environment, ensuring appropriate use of resources within set budget guidelines.
• Assist with monthly health and safety checks and follow up on agreed actions.
• Support and undertake roles related to First Aid, Fire Warden, and Health & Safety as required.
• Report and manage maintenance issues, repairs, and equipment faults, liaising with Estates and Facilities as necessary.

Procurement & Resources

• Manage stock ordering and procurement up to £500, including raising purchase orders and liaising with suppliers.
• Ensure effective use of resources in conjunction with other members of the administrative team.

Governance, Confidentiality & Professional Standards

• Maintain strict confidentiality at all times in accordance with Trust policies and the COT Code of Ethics and Professional Conduct.
• Exercise diplomacy, professionalism, and adherence to equality and confidentiality standards in all aspects of the role.
• Participate in training and development activities as required.

Additional Duties

• Undertake any other duties considered relevant to the role and appropriate to the banding of the post, as agreed with the Business Manager and/or Team Manager.

Person specification

Qualifications

Essential criteria

• Educated to GCSE level (or equivalent), including English and Maths. (A)
• Evidence of ongoing personal or professional development. (A)

Desirable criteria

• NVQ Level 3 in Business Administration or equivalent qualification. (A)
• Training or formal experience using NHS systems (e.g. ePJS, ESR). (A/I)

Experience

Essential criteria

• Experience working in an administrative role. (A)
• Experience working in a busy, customer facing environment. (A/I)
• Experience handling confidential and sensitive information. (A/I)

Desirable criteria

• Experience working in a healthcare or mental health setting. (A)
• Experience using NHS administrative systems. (A/I)

Knowledge

Essential criteria

• Excellent verbal and written communication skills. (A/I)
• Strong IT skills, including Microsoft Outlook, Word, and Excel. (A/I)
• Ability to manage multiple tasks and prioritise workload in a pressurised environment. (A/I)
• Understanding of confidentiality, data protection, and information governance. (A/I)
• Ability to work independently and as part of a multidisciplinary team. (A)

Desirable criteria

• Knowledge of NHS policies and procedures. (A/I)
• Understanding of mental health services and terminology. (A/I)

Personal Qualities

Essential criteria

• Professional, courteous, and empathetic approach to work. (I)
• Flexible and adaptable to changing service demands. (I)
• Reliable and punctual, with a strong work ethic. (I)
• Commitment to equality, diversity, and inclusion. (A/I)

Desirable criteria

• Willingness to undertake further training and development. (I)

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 Person 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 been 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'

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Employer certification / accreditation badges

Applicant requirements

This post will require a submission for Disclosure to be made to check for any unspent criminal convictions.

Documents to download

• JD Band 4 Senior Team Administrator PCMHTN 16.03.2026 (PDF, 528.6KB)
• SLaM Staff Benefits (PDF, 1.1MB)
• Happy to Talk Flexible Working (PDF, 680.1KB)