Secretary/Admin Administrator

Job summary

This is an interesting and varied position who is looking for a challenging and rewarding role in which finding a balance between team working and utilising initiative is important. Applicants for this Band 4 Team Administrator role will need to be organised, reliable, self-motivated and have prior experience of working in administrative roles, ideally within mental health setting (or similar person-facing roles).

Good time management skills and being able to prioritise tasks is essential as is having good attention to detail. You will also need to have the ability to deal sensitively with people who may be distressed. If you are a reliable, outgoing professional who loves interacting with people on all levels and want to play a crucial role in supporting the Healthcare sector and a growing practice, then you are just the type of candidate for this role!

We would like to encourage applicants from a range of diverse backgrounds and experiences.

The post sits within the Ealing CAMHS Neurodevelopmental Team, which is a friendly, supportive, hardworking and well-respected team based at Armstrong Way in Ealing.

Main duties of the job

o To provide a full range of admin support to the team: e.g. sorting and dealing with correspondence, filing, photocopying, typing, archiving, referral tracking etc.

o To audio or copy type and proof read letters, memos, notes and reports and ensure they are directed to the appropriate departments, GPs or other organisation within agreed timescales.

o To draft /send responses to correspondence, after appropriate approval.

o To maintain waiting lists, team patient lists and referral information as appropriate.

o To arrange meetings and assist with locally held training events or workshops E.g. room bookings, hospitality, IT equipment.

o To assist in producing agendas, minutes and papers for meetings in timely manner.

o To supporting the production of presentations using PowerPoint or other software when required.

o To take minutes at meetings, transcribe and distribute as required.

o To provide admin support for investigations (complaints, incidents, audits, surveys and projects) to meet specified timescales.

o To provide accurate up to date statistics for own area in a timely manner for regular reports or ad-hoc requests with the support of the supervisor/line manager when necessary E.g. DNAs (Did not attend) for appointments, waiting list data.

(Please refer to Job description for more details)

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 4,500 staff, of whom 56% are BME. Our turnover for 2023-24 is £426m.

The Trust is rated as 'Good' overall by 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.