About this role
Job summary
The Team Administrator plays a pivotal role in supporting the effective operation of the Adult Eating Disorders Service, ensuring patients progress efficiently through the care pathway from referral to discharge. The post holder will provide comprehensive administrative and pathway coordination support to a multidisciplinary team, maintaining accurate clinical records, coordinating service processes, supporting governance requirements, and ensuring timely progression of patient care.
Working within a resource-conscious environment, the Team Administrator will prioritise referral management, MDT coordination, waiting list oversight, physical health monitoring processes, and treatment pathway administration. The role is critical in maintaining patient flow, supporting service performance targets, and delivering a safe, responsive, and high-quality service.
Main duties of the job
1.1 To provide a high quality administrative service to a multi-disciplinary team
1.2 Within a team framework provide a high quality comprehensive support function ensuring effective standards of quality and equality to team of workers, including an effective responsive reception service to callers to office.
1.3 To provide an effective and efficient quality word processing support service, utilising software including Microsoft packages. And to carry out audio-transcriptions.
1.4 To support the team with all administrative tasks around team meetings including CIG meetings (diary management/minute taking/action logs)
1.5 To be responsible for initiating, developing and maintaining client record systems ensuring all of the statutory and organisational requirements for their maintenance, safekeeping and disposal are adhered to at all times.
1.6 To be responsible for the day to day processing of an effective and sensitive customer service when dealing with direct contact with Service Users, telephone calls and correspondence, (some patients may be emotionally vulnerable/distressed. Receiving and recording accurate and concise messages, ensuring messages are forwarded on appropriately and timely.
1.7 To maintain information system detailing the whereabouts of department members during working day, relaying details appropriately and timely.
1.8 To be responsible for the minuting and typing of minutes
About us
West London NHS Trust is one of the most diverse healthcare providers in the UK, delivering a range of mental health and physical healthcare and community services. The Trust runs Broadmoor Hospital, one of three high secure hospitals in the country, with an international reputation.
Our high secure services care for patients from South of England and we provide low and medium secure services across eight London boroughs. The Trust also provides mental and physical healthcare in three London boroughs (Ealing, Hounslow and Hammersmith & Fulham). We employ over 5,000 staff, of whom 59% are BME. Our turnover for 2024-25 is over £500m.
The Trust is rated as 'Good' overallby the Care Quality Commission. Forensic services are rated as 'Outstanding'.
The Trust is an established partner and contributor in the development of the evolving North West London Integrated Care System and the Integrated Care Board. The Trust leads the NW London Children and Adolescent Mental Health provider collaborative.
Job description Job responsibilities
The Candidate Pack provides an overview of the key tasks and responsibilities of the role, and the person specification outlines the qualifications, skills, experience and knowledge required. Please view as attached
The person specification below is not the full person specification, but outlines the criteria against which your application form will be assessed
Person Specification
Qualifications Essential
Good standard of general education including English and Maths Evidence of personal development
Desirable
NVQ
Experience Essential
Experience of Administration/Secretarial / Reception work Experience of Data entry Experience of arranging and supporting meetings Experience of Filing and Photocopying Demonstrated ability to develop positive relationships with people Demonstrated ability to work within and show understanding of equal opportunities.
Desirable
Working in a Mental Health setting. Experience of patient record systems/databases Supervising staff Working in a team.
Knowledge Essential
Confidentiality Data Protection Act A range of secretarial processes / Admin procedures Knowledge of Health and Safety at Work Knowledge of Microsoft Word, Excel and PowerPoint Knowledge of Equal Opportunities and Diversity
Desirable
Understanding of mental health issues Producing activity reports
Skills Essential
Excellent written and verbal communication skills Ability to work autonomously within a team and with other disciplines. Able to deal with staff, visitors and clients in a professional, courteous and helpful manner Accurate data entry skills Accurate minute taking skills Ability to work under pressure as part of a team or independently Ability to work collaboratively and in partnership with other managers, professions and agencies. Able to organise and prioritise work Able to exercise discretion and maintain confidentiality at all times.
Desirable
Database skills (Microsoft Access) Advanced Excel skills Microsoft PowerPoint Trained in the use of electronic patient record system
Other Requirements Essential
Self-motivated A flexible, enthusiastic and mature attitude. Adaptable to change. Committed to team/service development and able to promote a positive image of the Service. Enthusiastic and willing to learn Professional presentation/standard of work
Desirable
Ability to learn new skills Team player Methodical approach to tasks.
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.
Employer details Employer name West London NHS Trust
Address St Bernard’s Hospital
Uxbridge Road
London
UB1 3EU
United Kingdom
Employer's website https://www.westlondon.nhs.uk (Opens in a new tab)