Central and North West London NHS Foundation Trust
Team Administrator
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Job Overview
An exciting opportunity has arisen for an organised and proactive Team Administrator to join the Psychological Professions Workforce Team. Our ideal candidate will be a great communicator and supportive team colleague, enjoy being at the centre of a busy working environment and bring their excellent organisational skills to ensure the team runs smoothly. You will be joining a team who support each other in their work and to develop their skills and careers, who value ideas and innovation and whose purpose is to ensure the psychological workforce of the Trust enjoy their roles and are high regarded by service users and colleagues.
The role is based across Gordon Hospital and Trust Headquarters, Tuesday is currently the core team day to be at Trust Headquarters. Flexible working arrangements can be considered, the majority of time will be on site, in line with service requirements.
Main duties of the job
This varied role provides essential administrative support to the Trust Chief Psychologist, Head of Psychotherapy and wider Workforce Team. The post holder will support a broad range of activities that support the work of the team including;
- Coordinating meetings
- Managing diaries
- Supporting workforce projects
- Data collection and reporting
- Recruitment administration
- Supporting training programmes and Trust-wide events
We are seeking an individual with an eye for detail, excellent organisational and communication skills who can manage competing priorities, work independently and builds effective working relationships with colleagues across the Trust.
Experience of providing high-quality administrative support, working with senior staff and using Microsoft Office applications is essential. Experience of using AI-assisted administrative tools such as Microsoft Co-pilot is also central to the role.
This post offers an excellent opportunity to develop skills in workforce development, recruitment, information management, event coordination and project support whilst working alongside senior psychological professions leaders.
Working for our organisation
Come and join the Psychological Professions Workforce Team at CNWL, a small, friendly and supportive team working to support the psychological professions workforce across the Trust. You will work closely with senior colleagues, universities and external partners, supporting the delivery of workforce development, education, training and professional leadership initiatives while gaining experience across a diverse range of activities.
Detailed Job Description And Main Responsibilities
The Job Description, which includes a Person Specification, provides a full outline of responsibilities and requirements for this role.
Secretarial
- PA support to Chief Psychologist & the Head of Psychotherapy, including active management of their diaries.
- Administrative support to the work of the Psychological Professions Workforce Team (WFT).
- Monitor & manage Psychological Professions email inbox daily, ensuring that incoming mail/correspondence is distributed as quickly as possible.
- Monitor & manage Keeping Well Service email inbox daily, escalating if required and adding referrals to service record system.
- To be a point of contact for members of the WFT, managing telephone calls, e-mails, correspondence and direct contacts with staff and other internal or external agencies in an appropriate and professional manner, using judgement and discretion to refer complex and sometimes confidential matters to relevant members of the team when necessary.
- To arrange and service meetings-preparing agendas, revising AI notes & distributing minutes. This includes the Psychological Professions Workforce Team Meeting, (monthly at Trust HQ), Trust Psychology Leadership Meeting, (monthly) Trust Psychotherapy Meetings, (monthly), Trust Psychology Leadership Group (bi-monthly) and other ad hoc meetings as required.
- Attend weekly Keeping Well Service Referrals Meeting via Teams.
- To co-ordinate travel and accommodation arrangements for visiting speakers/conference presenters and on occasion, senior members of the WFT.
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Data Quality/Management
- To plan and manage the process and ensure the accurate and timely completion of NHSE Student Data collection (Trainee Clinical Psychologist data submission). Obtaining information from partner universities, workforce data from psychologists CNWL trust wide, doing necessary calculations and uploading this data to the NHSE portal for submission, working to NHS-E determined deadlines-3 periods per year. [This is a priority among all other tasks of the role].
- To provide data and IT support to members of the Team.
- To undertake data-related pieces of work for the Team, including the use of reports and charts using Microsoft Excel.
- With appropriate training, to be proficient in the use of inhouse data systems and support the production of WFT reports.
Administration
- To be responsible for the day-to-day business management of the team and to participate in the development, implementation and maintenance of office practices and procedures.
- To support the organisation of Trust funded Continuing Professional Development training programme, training events, workshops and Quality Improvement Boards.
- To support collation of information from psychological professionals relating to the allocation of NHSE funded training and Trust funded Continuing Professional Development training.
- To provide administrative support to the provision of United Kingdom Council for Psychotherapy (UKCP) placements.
- To disseminate requests for undergraduate and post-graduate psychology placements and trainee counselling psychologist placements.
- To support recruitment to posts within the team, using TRAC the online recruitment system, arrange & support interviews.
- To manage the Psychological Professionals’ Joiners & Leavers data, ensuring that distribution & mailing lists are kept up to date.
- Oversee the system for recording, collating and monitoring Job Planning for Psychological Professionals.
- To arrange transport and book couriers as necessary.
- To understand health and safety regulation and assist in maintaining a safe environment for visitors to the team/CNWL sites in accordance with Fire and Health and Safety procedures.
- To maintain an inventory of equipment issued to team members e.g. laptops, mobile telephones.
- Support procurement & invoicing via Trust online systems.
- Responsibility for monitoring & managing the WFT’s internal system for team spending.
- To carry out a range of administrative tasks and to be able to provide cover for other administrative/secretarial staff as and when required.
- Support the planning, coordination and delivery of key events, including being present at venue on the day. Key events are: Therapies Conference (May/June/July), Therapies Awards (December), and Therapies Showcase (October). Psychotherapy Conference (April) and other ad hoc events as required.
- Provide admin support for the management of training & funding opportunities from NHS-E/DHSC.
Digital Tools & AI-Assisted Working
- Utilise AI-assisted tools to support the production of correspondence, meeting notes, reports & other administrative outputs, ensuring accuracy and appropriate human review of all AI generated content.
- Maintain a clear understanding of the limits of AI tools, ensuring human oversight & accountability are always upheld.
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Communication
- Workforce Team Colleagues-operational and sensitive information.
- Visitors/Public – non-clinical advice and information.
- Psychological Professionals-receives and provides information relating to workforce.
- External agencies – Other NHS organisations, Universities and educational providers – receives and provides information relating to the service.
Training
- To participate in local induction of new employees to the team.
- To participate in the Trust’s supervision and appraisal programme.
- To undertake any necessary training that is required to fulfil the objectives of the post, including mandatory training.
- To undertake CPD to enhance personal knowledge and own career development.
Person Specification
Essential
Education & Qualifications
- GCSE or other equivalent qualification, including English & Maths.
- RSA III or NVQ III or equivalent secretarial experience.
Experience
- Relevant qualification or secretarial/administrative experience.
- Work within multidisciplinary teams.
- Demonstrable experience of maintaining a professional attitude in a pressured environment.
- Experience of working with staff at senior level.
- Experience of working as part of a team.
Skills and Knowledge
- Knowledge and understanding of health services and terminology.
- Experience organising events.
- Fast and accurate typing.
- A comprehensive working knowledge of the use of Microsoft Office software – Word, Excel, Powerpoint, MS Teams and Share point.
- Must be numerate and able to provide data clearly and accurately.
- Demonstrate effective organisational ability over a wide range of tasks: e.g. filing, diary management, record keeping, statistics.
- Ability to work in a flexible and organised manner, to prioritise and work to deadlines.
- Manage and prioritise a varied workload, ensuring deadlines are met while responding to competing demands in a busy environment.
- Ability to communicate effectively in English, both verbally and in writing.
- Experience of & well developed skills in the use of AI assisted administrative tools e.g. Microsoft CoPilot.
- Confidence to work on own initiative and to consult as needed.
- Ability to work positively in a team/be team player.
- 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.
- Able to build constructive relationships with warmth and empathy, using good communication skills.
- Respecting all members of the team.
Desirable
Skills and Knowledge
- Knowledge of Client Administration Systems e.g. System One.
- Ability to communicate in languages in addition to English.
Other
- Experience of or willingness to engage with AI assisted administrative tools e.g. Microsoft CoPilot.
- Recognition of limits of own competence and commitment to training & self-development.
Interview date
Interviews are expected to take place on 25th September 2026.
Please note:
In your supporting statement, please demonstrate how your skills, knowledge and experience meet the essential criteria outlined in the Person Specification.
Due to high volume of applications for some posts, this post may close before the displayed closing date. We recommend that you apply for this role as soon as possible.
Person specification
EDUCATION And QUALIFICATIONS
Essential criteria
- GCSE or other equivalent qualification, including English & Maths.
- RSA III or NVQ III or equivalent secretarial experience.
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