Job summary This post requires someone with knowledge and experience of working in a busy and varied environment and feels at ease working with clinical staff and children, parents and visitors attending the clinics. The post-holder will have the ability to be adaptable, initiate changes and to have a flexible approach to your work is important and can offer a strong contribution towards maintaining the high standards of our service. We are looking for a person able to provide comprehensive administrative support to the MDT teams. You will work alongside other Senior Administrators and clinicians and would be the first point of contact for families/carers and other members of the service user's network. You would be required to demonstrate sound knowledge of Microsoft Office programmes including Outlook, Word and in particular, Excel. The successful candidate will need to meet all the Essential Criteria as detailed in the job description person specification. The Disclosure and Barring Service (DBS) helps employers make safer recruitment decisions and prevent unsuitable people from working with vulnerable groups, including children. Main duties of the job The post holder will be responsible for providing a proactive, comprehensive administrative and secretarial service to a multi-disciplinary team, enabling the team to operate effectively and efficiently. In addition to the standard training programmes associated with the administration post. As one of the Senior Administrators for the service, you will be be the first point of contact for families/carers and other members of the service user's network and plays an important role in ensuring a good patient experience and positive image of the service. Managing and overseeing the administrative component of the Trust patient database, i.e. inputting referral and patient information, monitoring and updating operational data quality, etc. You will be working within the MDT team, supporting and covering the admin team on an ad hoc basis, when required. About us We are committed to ensuring our staff get the most out of their benefits package and understand the importance of a healthy work life balance. There is an extensive range of excellent benefits for you and your family. We want you to feel like you are part of a close knit team at South London and Maudsley. It's important to us that you valued and appreciated and that are why we have a comprehensive benefits package on offer. Some of our benefits include: Generous pay, pensions and leave, we offer a comprehensive pay, pensions and leave package, which is dependent on the role and length of service Work life balance, flexible working and support a range of flexible options, such as: part-time working and job sharing Career development, There are plenty of opportunities to progress your career and we support your development through a number of programmes such as mentoring, coaching, positive people management, collective leadership and other talent programmes Car lease, our staff benefits from competitive deals to lease carsAccommodation, our staff benefits from key-worker housing available which is available on selected sites NHS discounts, with discounts up to 10% from a variety of well-known retail brands though Health Service Discounts website. Other benefits include: Counselling services Wellbeing events Long service awards Cycle to work scheme Season ticket loan Childcare vouchers Staff restaurants Date posted 17 March 2025 Pay scheme Agenda for change Band Band 4 Salary £31,081 to £33,665 a year per annum inclusive of HCAS Contract Permanent Working pattern Full-time Reference number 334-NCL-6926062-TA Job locations Christopher Wren House 113 High Street Croydon CR0 1QG Job description Job responsibilities Administrative To provide a professional and confidential administration service, to include typing; preparing correspondence; proof reading documents; photocopying; filing; scanning; dealing with post; having access to team members outlook calendars. To assist people in a helpful, diplomatic and tactful manner, screening and re-routing calls, as appropriate. Taking clear, concise messages and dealing with general enquiries, where appropriate. To act independently to ensure daily tasks and ongoing workloads are prioritised, and completed within agreed timescales. Manage multiple tasks within the working day whilst maintaining quality standards. Organise the booking of interpreters and translation of correspondence, where appropriate. To arrange appointments and meetings as required. Attend meetings and produce minutes. Order stationery and be responsible for the following up of orders to ensure delivery and correct receipt of stock for the team, as required. To add referrals to the Trust patient database within 24 hours of receipt. Monitor and update operational data quality information proactively to ensure targets and standards are met. To oversee the administrative/contracting component of the Trust patient database ensuring patient details are updated and accurate at all times, whilst adhering to timescales and data protection. Ability to work in an unpredictable pattern, dealing with frequent interruptions. Person specification Qualifications Essential Requirements NVQ 3 in Business Administration; or equivalent administrative/secretarial experience GCSEs or equivalent qualifications in English Language (A - C grade), and Mathematics (A - C Grade). Desirable Requirements RSA 3 secretarial qualification or equivalent qualification. Experience Essential Requirements Excellent communication skills both verbal and written Excellent interpersonal skills Confident telephone manner Excellent copy typing skills (50wpm or above) Accurate grammar, spelling and punctuation Accurate data entry skills Ability to plan, prioritise and multi task Ability to problem solve Effective time management skills Ability to work on own initiative Ability to work as part of a team Punctual, reliable and flexible. Desirable Requirements Ability to supervise staff Ability to organise events Experience of working in the NHS, ideally within a mental health environment; hospital or community clinic. Knowledge / Skills Essential Requirements Experience in a responsible administrative / secretarial role Proven experience of office systems and procedures Experience of minuting meetings Experience of composing correspondence Proficient use of Microsoft Outlook, Word, Excel and PowerPoint Awareness of Data Protection and Confidentiality Understanding of Racial Awareness and Diversity Health and Safety awareness. Desirable Requirements NHS in house systems and databases. Job description Job responsibilities Administrative To provide a professional and confidential administration service, to include typing; preparing correspondence; proof reading documents; photocopying; filing; scanning; dealing with post; having access to team members outlook calendars. To assist people in a helpful, diplomatic and tactful manner, screening and re-routing calls, as appropriate. Taking clear, concise messages and dealing with general enquiries, where appropriate. To act independently to ensure daily tasks and ongoing workloads are prioritised, and completed within agreed timescales. Manage multiple tasks within the working day whilst maintaining quality standards. Organise the booking of interpreters and translation of correspondence, where appropriate. To arrange appointments and meetings as required. Attend meetings and produce minutes. Order stationery and be responsible for the following up of orders to ensure delivery and correct receipt of stock for the team, as required. To add referrals to the Trust patient database within 24 hours of receipt. Monitor and update operational data quality information proactively to ensure targets and standards are met. To oversee the administrative/contracting component of the Trust patient database ensuring patient details are updated and accurate at all times, whilst adhering to timescales and data protection. Ability to work in an unpredictable pattern, dealing with frequent interruptions. Person specification Qualifications Essential Requirements NVQ 3 in Business Administration; or equivalent administrative/secretarial experience GCSEs or equivalent qualifications in English Language (A - C grade), and Mathematics (A - C Grade). Desirable Requirements RSA 3 secretarial qualification or equivalent qualification. Experience Essential Requirements Excellent communication skills both verbal and written Excellent interpersonal skills Confident telephone manner Excellent copy typing skills (50wpm or above) Accurate grammar, spelling and punctuation Accurate data entry skills Ability to plan, prioritise and multi task Ability to problem solve Effective time management skills Ability to work on own initiative Ability to work as part of a team Punctual, reliable and flexible. Desirable Requirements Ability to supervise staff Ability to organise events Experience of working in the NHS, ideally within a mental health environment; hospital or community clinic. Knowledge / Skills Essential Requirements Experience in a responsible administrative / secretarial role Proven experience of office systems and procedures Experience of minuting meetings Experience of composing correspondence Proficient use of Microsoft Outlook, Word, Excel and PowerPoint Awareness of Data Protection and Confidentiality Understanding of Racial Awareness and Diversity Health and Safety awareness. Desirable Requirements NHS in house systems and databases. Person Specification Qualifications Essential oNVQ 3 in Business Administration; or equivalent administrative/secretarial experience oGCSEs or equivalent qualifications in English Language e (A - C grade or 5 ) oGCSEs or equivalent qualifications in Maths Languagee (A - C grade or 5 ) Desirable oRSA 3 secretarial qualification or equivalent qualification Experience Essential oExcellent communication skills both verbal and written (A & T) oConfident telephone manner (A and l/T) oExcellent typing skills (50wpm or above) (A & T) oAccurate grammar, spelling and punctuation (A & T) oAccurate data entry skills (A & T) Desirable oAbility to supervise staff oExperience of working in the NHS, ideally within a mental health environment; hospital or community clinic Knowledge Essential oExperience in a responsible administrative / secretarial role (A & I) oProven experience of office systems and procedures (A & I) oExperience of minuting meetings (A & T) oProficient use of Microsoft Outlook, Word, Excel and PowerPoint (A & T) oAwareness of Data Protection and Confidentiality (A & I) Desirable oNHS in house systems and databases Person Specification Qualifications Essential oNVQ 3 in Business Administration; or equivalent administrative/secretarial experience oGCSEs or equivalent qualifications in English Language e (A - C grade or 5 ) oGCSEs or equivalent qualifications in Maths Languagee (A - C grade or 5 ) Desirable oRSA 3 secretarial qualification or equivalent qualification Experience Essential oExcellent communication skills both verbal and written (A & T) oConfident telephone manner (A and l/T) oExcellent typing skills (50wpm or above) (A & T) oAccurate grammar, spelling and punctuation (A & T) oAccurate data entry skills (A & T) Desirable oAbility to supervise staff oExperience of working in the NHS, ideally within a mental health environment; hospital or community clinic Knowledge Essential oExperience in a responsible administrative / secretarial role (A & I) oProven experience of office systems and procedures (A & I) oExperience of minuting meetings (A & T) oProficient use of Microsoft Outlook, Word, Excel and PowerPoint (A & T) oAwareness of Data Protection and Confidentiality (A & I) Desirable oNHS in house systems and databases 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 London and Maudsley NHS Foundation Trust Address Christopher Wren House 113 High Street Croydon CR0 1QG Employer's website https://www.slam.nhs.uk/ (Opens in a new tab)