Central and North West London NHS Foundation Trust
Team Administrator
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Job Overview
CNWL is looking to recruit a Band 4 Team Administrator to join the QPP Westminster Mental Health Hub.
This is a dynamic and innovative Community service offering assessment, treatment, and care planning for individuals with mental health problems. It is a multi-disciplinary team.
The post holder will be responsible for providing a full range of administrative support to the team. This will range from managing general correspondence to data inputting of clinical activity on Trust database. The post-holder will be expected to work without immediate supervision to enable the team to carry out a range of clinical activity as quickly and effectively as is required.
The post holder will work closely with other administrative staff, sharing work where necessary and providing cover for break and leave purposes.
The North Westminster Mental Health Hub, is a busy and essential service working with a diverse population in central London and we are looking for someone who is enthusiastic and skilled to join us.
The post holder will be responsible for providing a full range of secretarial and administrative support to the team. This will range from typing of medical and general correspondence, to data inputting of clinical activity on Trust databases.
Main duties of the job
- Prepare and distribute documents by copy and audio typing correspondence.
- Direct contacts with patients and other internal or external agencies in an appropriate and professional manner, using judgement and discretion where necessary and to refer complex matters to relevant members of the medical team.
- To deal with outgoing and incoming correspondence, ensuring that incoming mail is distributed as quickly as possible.
- To arrange and service meetings, taking minutes as and when required.
- To ensure that the quality of data entered onto System One is in line with procedures.
- To provide data and IT support to clinicians.
- To undertake data-related pieces of work for the Directorate, as requested by senior members of staff or the Directorate’s Business & Service Improvement Manager/Business Support Officer.
- Participate in local induction of new employees to the team.
- Report all request for repairs through the Office Manager.
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Working for our organisation
Central and North West London (CNWL) NHS Foundation Trust is one of England's largest NHS Trusts.
With great size, comes fantastic opportunities, to develop, innovate and progress.
Along with the fully established benefits such as Monthly supervision; Annual personal development plans/appraisals; Support and guidance with Revalidation. We are also able to offer access to a full range of internal and external training opportunities across our services.
Please note: This vacancy does not meet the criteria for Skilled Worker sponsorship, unless you meet the criteria by temporary exemption from current changes to immigration rules put in force on 22/07/2025. “Separate provisions are applied to workers who have been sponsored and held continuously Skilled Worker visa since prior to 04/04/2024."
As such, if you don’t meet the Transitional Provision (above) we are unable to consider your application unless you can provide documentary evidence of your right to work in the United Kingdom. If you believe you are eligible for sponsorship or already hold a valid right to work in the UK, please ensure you provide full details of your immigration status in the Pre-Screening Immigration section of your application form.
Please note role eligibility also depends on whether the role meets the salary threshold for the relevant occupational code (SOC CODE).
For further info please visit: Skilled Worker visa: Overview - GOV.UK
Detailed Job Description And Main Responsibilities
Please refer to the attached Job Description and Person Specification on this advert for further info.
To be responsible for the day-to-day support of the office and, in conjunction with the Office Manager, participate in the development, implementation and maintenance of office practices and procedures.
To arrange transport and book outpatient appointments as necessary.
To understand health and safety regulation and assist in maintaining a safe environment for patients and visitors to the department in accordance with Fire and Health and Safety procedures.
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To take responsibility for ensuring that adequate stock levels of stationery and other clinical equipment are always maintained.
To carry out a range of administrative tasks and to be able to provide cover for other administrative/secretarial staff as and when required.
Assist the team to carry out audits.
Provide non-clinical advice and information, acting as patient advice and liaison officer.
Person specification
Education & Qualifications
Essential criteria
- English, GCSE or ‘O’ levels or other equivalent qualification
- RSA II or equivalent secretarial qualification
- Good command of written and spoken English
Previous Experience
Essential criteria
- Significant secretarial/administrative experience.
- Substantial experience of dealing with members of the public both face to face and on the phone.
Desirable criteria
- Experience of working in a health or related setting
- Experience of working within multidisciplinary teams.
Skills and Knowledge
Essential criteria
- Ability to use Microsoft Office and IT knowledge including use of databases and spreadsheets.
- Ability to communicate effectively, both verbally and in writing.
- Ability to work in a flexible and organised manner, to prioritise and work to deadlines.
- Demonstrate effective organisational ability over a wide range of tasks, eg. typing, filing, data inputting and ad hoc requests.
- Confidence to work on own initiative and to consult as needed.
- An appreciation and respect for the needs of people with mental health problems and their families and an ability to deal with aggressive or distressed clients.
- Ability to maintain confidentiality appropriately and understand the issues involved.
- Ability to treat service users with respect and dignity at all times, adopting a culturally sensitive approach, which considers the needs of the whole person.
Desirable criteria
- Able to use other software packages such as Excel, PowerPoint.
- Able to use e-mail.
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