Job summary We are excited to offer an excellent opportunity for a Lead Administrator to join our Wilson Hospital admin team. In this pivotal role, you will lead a highly skilled administrative team, collaborate with clinicians and team managers, and contribute to the smooth running of our Mental Health services, all while making a positive impact on the wellbeing of individuals in your community. This hybrid position offers flexibility, with the ability to work from home up to two days per week, depending on service needs. The role is based primarily at Wilson Hospital in Mitcham, with occasional in person team meetings with other Office and Admin Managers to share best practices and resolve challenges together. If you are a proactive and driven individual who thrives in a fast-paced environment, this is the perfect opportunity for you Main duties of the job As a Lead Administrator, your responsibilities will include delivering high-quality people management, providing meaningful supervision, and addressing performance issues where necessary. You will ensure that the service runs efficiently by providing effective administrative support, troubleshooting and escalating concerns when needed. You will also be responsible for developing your team, promoting apprenticeship and training opportunities, and ensuring that mandatory training requirements are met. We encourage personal growth and will support you with a variety of development opportunities to further your career. About us We are Proud to Belong at South West London and St George's Mental Health NHS Trust. We have expert services, a rich history and a clear commitment to providing the best quality care for those with mental ill-health. The Care Quality Commission already rates our services as 'good' - we aspire to be 'outstanding'. This is a great time to join us. We are transforming the way we care for our communities to support our mission of Making Life Better Together. We have built two brand new mental health facilities at Springfield University Hospital, which are amongst the best in the world. More developments are planned across our sites and services as we invest a further £120m to upgrade and modernise our estate by 2027. We are inclusive and diverse and strive to be actively anti racist. We want to attract people from all backgrounds and experiences to enrich the work we do together. We are proud to co-produce and involve our local communities in all that we do. We offer flexible working, career development and a variety ofbenefits to enable a positive, welcoming environment in which our people and their careers can thrive. Come and join our inclusive teams and help our patients on their recovery journey. We reserve the right to close this vacancy early if we receive sufficient applications for the role.Therefore, if you are interested, please submit your application as early as possible Date posted 11 March 2025 Pay scheme Agenda for change Band Band 5 Salary £34,521 to £41,956 a year per annum inclusive of outer London HCAS Contract Permanent Working pattern Full-time Reference number 294-COMM-7066018-JB Job locations The Wilson Hospital Cranmer Rd Mitcham CR4 4TP Job description Job responsibilities To facilitate the smooth running of the office and timely completion of administrative work. This includes day-to-day liaison with the clinical staff and directorate management and supervision of the administration team, whenever necessary. To manage diary appointments and organise new meetings as and when required. To oversee the reception of visitors to the department and deal with telephone calls in a responsive and professional manner to ensure a positive image at all times. To establish and maintain an office management and administrative system for the department. To ensure that the admin team are prioritising all incoming and outgoing correspondence, initiating responses where appropriate. To establish and maintain effective, accurate and where appropriate, confidential filing systems, ensuring files and specific information can be easily retrieved. To demonstrate a high level of discretion and confidentiality while ensuring that responses to deadlines are met. To ensure all invoices for the relevant teams, are authorised and processed correctly and in a timely manner. To maintain and electronic filing systems for the team. To monitor the purchase and distribution of office supplies of stationery and equipment for the team. To ensure messages and information is passed to the appropriate person in a timely and effective manner. To co-ordinate the various agencies and consultancies supporting the department as appropriate. Maintain an up to date knowledge of policies incl policies relating to administration and Health and Safety ensuring that all requirements are adhered to. To implement Trust and team policies/procedures and contribute to policy and service development in relation to own area. To lead or advise on the work of the department which includes developing templates, creating new protocols and reviewing existing office procedures. To co-ordinate monthly departmental meetings. To monitor the issuing of agenda and meeting papers as well as minute taking of meetings To ensure formal preparations and minutes of meetings covered in Trust governance structure, including preparing papers for the operational meetings, are accurate and produced as required. Plan Admin Teams annual leave in accordance with the needs of the service Maintain HR records including sickness and annual leave through the E-roster system. Ensure the designated Admin Team have regular PADRs, regular supervision and take an active role in this process Job description Job responsibilities To facilitate the smooth running of the office and timely completion of administrative work. This includes day-to-day liaison with the clinical staff and directorate management and supervision of the administration team, whenever necessary. To manage diary appointments and organise new meetings as and when required. To oversee the reception of visitors to the department and deal with telephone calls in a responsive and professional manner to ensure a positive image at all times. To establish and maintain an office management and administrative system for the department. To ensure that the admin team are prioritising all incoming and outgoing correspondence, initiating responses where appropriate. To establish and maintain effective, accurate and where appropriate, confidential filing systems, ensuring files and specific information can be easily retrieved. To demonstrate a high level of discretion and confidentiality while ensuring that responses to deadlines are met. To ensure all invoices for the relevant teams, are authorised and processed correctly and in a timely manner. To maintain and electronic filing systems for the team. To monitor the purchase and distribution of office supplies of stationery and equipment for the team. To ensure messages and information is passed to the appropriate person in a timely and effective manner. To co-ordinate the various agencies and consultancies supporting the department as appropriate. Maintain an up to date knowledge of policies incl policies relating to administration and Health and Safety ensuring that all requirements are adhered to. To implement Trust and team policies/procedures and contribute to policy and service development in relation to own area. To lead or advise on the work of the department which includes developing templates, creating new protocols and reviewing existing office procedures. To co-ordinate monthly departmental meetings. To monitor the issuing of agenda and meeting papers as well as minute taking of meetings To ensure formal preparations and minutes of meetings covered in Trust governance structure, including preparing papers for the operational meetings, are accurate and produced as required. Plan Admin Teams annual leave in accordance with the needs of the service Maintain HR records including sickness and annual leave through the E-roster system. Ensure the designated Admin Team have regular PADRs, regular supervision and take an active role in this process Person Specification Training & Qualifications Essential GCSE standard or equivalent in English A Levels or equivalent level of competence NVQ Level 3 Business Administration or willingness to work towards achieving it Evidence of continuing personal and professional development Desirable Educated to degree level or equivalent experience Experience Essential Demonstrable and strong experience of administrative & secretarial work, managing a busy and deadline demanding workload Experience of dealing with people at a senior level Experience of taking formal minutes Experience of electronic diary management Intermediate, recent and demonstrable IT software experience - internet based, databases, information systems and key MS office packages Experience of developing and improving administrative procedures and practices Desirable Experience of operating and maintaining a management information system, database or similar Experience of working in an NHS/hospital setting Supervisory experience in an administrative/clerical environment Knowledge & Skills Essential Knowledge of a clinical management information system, database or similar Knowledge and understanding of a range of secretarial procedures Knowledge of Health and Safety in the workplace Intermediate computer skills with Microsoft packages for example, Word, Excel, Outlook, PowerPoint Ability to build and edit tables, drawings & charts within Microsoft Word Excellent verbal and written communication skills Desirable Knowledge of mental health trusts and functions Knowledge of Equal Opportunities in the workplace Working knowledge of PowerPoint and Access Person Specification Training & Qualifications Essential GCSE standard or equivalent in English A Levels or equivalent level of competence NVQ Level 3 Business Administration or willingness to work towards achieving it Evidence of continuing personal and professional development Desirable Educated to degree level or equivalent experience Experience Essential Demonstrable and strong experience of administrative & secretarial work, managing a busy and deadline demanding workload Experience of dealing with people at a senior level Experience of taking formal minutes Experience of electronic diary management Intermediate, recent and demonstrable IT software experience - internet based, databases, information systems and key MS office packages Experience of developing and improving administrative procedures and practices Desirable Experience of operating and maintaining a management information system, database or similar Experience of working in an NHS/hospital setting Supervisory experience in an administrative/clerical environment Knowledge & Skills Essential Knowledge of a clinical management information system, database or similar Knowledge and understanding of a range of secretarial procedures Knowledge of Health and Safety in the workplace Intermediate computer skills with Microsoft packages for example, Word, Excel, Outlook, PowerPoint Ability to build and edit tables, drawings & charts within Microsoft Word Excellent verbal and written communication skills Desirable Knowledge of mental health trusts and functions Knowledge of Equal Opportunities in the workplace Working knowledge of PowerPoint and Access 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Additional information 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Employer details Employer name South West London and St Georges Mental Health NHS Trust Address The Wilson Hospital Cranmer Rd Mitcham CR4 4TP Employer's website https://www.swlstg.nhs.uk/ (Opens in a new tab)