Job summary
We're looking for an organised and compassionate Administrative Co-ordinator to join our OCD/BDD National Service team at South West London and St George's Mental Health NHS Trust. This is your chance to make a real difference in mental health care whilst developing your administrative career.
As the first point of contact for patients, families and professionals, you'll be at the heart of our service. You'll manage patient records on RIO, coordinate appointments, support multidisciplinary meetings and ensure smooth day-to-day operations. Your ability to stay calm under pressure and show empathy will be essential as you support people at vulnerable moments in their lives.
We're seeking someone who thrives in a busy environment, can juggle multiple priorities and works brilliantly both independently and as part of a team. You'll need strong IT skills, excellent communication abilities and the sensitivity to handle confidential information with discretion. Whether you're audio typing clinical letters, organising safeguarding meetings or helping patients navigate our services, your role will be varied and rewarding.
If you're passionate about supporting mental health services, enjoy working with diverse teams and want to develop your skills through NVQ Level 3 training, this could be perfect for you. Join us in delivering compassionate, high-quality care in a supportive NHS environment where your contribution truly matters.
Main duties of the job
You'll be the vital link between patients, clinical staff and external organisations, ensuring our OCD/BDD service runs smoothly and efficiently. Your day will involve managing the RIO patient database, processing referrals with urgency and sensitivity, and coordinating appointments across our inpatient and outpatient services at the Morisson Building.
Communication will be central to everything you do. You'll handle telephone enquiries with empathy, often supporting distressed individuals during difficult times. Your organisational skills will shine as you arrange multidisciplinary meetings, prepare agendas, take formal minutes and follow up on actions whilst maintaining strict confidentiality around safeguarding discussions.
You'll provide comprehensive secretarial support including audio typing clinical correspondence, managing filing systems and ensuring all documentation meets tight deadlines. Your proficiency with Microsoft Office will be essential for creating reports, presentations and managing data through Trust dashboards and Pulse systems.
The role requires someone who can juggle competing priorities without losing sight of quality or accuracy. You'll coordinate support services, manage stationery supplies, provide reception cover and guide patients to feedback facilities.
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.
Unless expressly stated in the job advert the role is not subject to sponsorship, please be advised that all offers of employment are subject to evidence of right to work in the UK.
Job description
Job responsibilities
To be responsible for ensuring the data on the required electronic patient care record or Local Authority systems, if required, is accurate and up to date. The post holder will review the Trust dashboard or extract routine data for the Trust and/or team members. To address and alert teams to errors and problems as they arise.
To support team members in being able to access basic information held on My Dashboards and Pulse
To ensure that all service users patients and visitors are received in a courteous and efficient manner, covering the OCD/BDD.
To be responsible for ensuring referrals to the teams are processed efficiently. Responding to urgent referrals when necessary and making sure they are passed on to the team
To facilitate effective communication within the team by providing team members with messages and information.
To ensure that all telephone enquiries to the team are handled politely and sympathetically, ensuring that all messages are passed on to the appropriate person in a timely and accurate manner which may often involve dealing with difficult and distressed patients on the phone or in person.
To support the administration of multi-agency meetings, panels, Safeguarding Meetings and forums as required to attend, including the preparation / distribution of agendas and associated papers, formal minute taking and follow up actions and distribute these as appropriate.
To maintain confidentiality at all times as the content of multi-disciplinary meetings, panels and Safeguarding Organise meetings including room bookings or video conferencing were possible as required
Ensure that Admin related Trust KPIs are addressed through regular reports provided by the Team Manager. Co-ordinate all the support services provided to the team including domestic, catering, security, estates and to be the contact for maintenance issues.
To be responsible for the ordering and purchasing of stationery and office supplies for staff as well as monitor and ensure that adequate levels of stationery supplies are maintained and distributed accordingly liaising with the Procurement Team regarding any problems.
To have the need for confidentiality of service users and professional information
Photocopy/fax/scan/email as requested by other members of the team
To implement Trust and team policies/procedures and propose changes to practices if necessary.
Job description
Job responsibilities
To be responsible for ensuring the data on the required electronic patient care record or Local Authority systems, if required, is accurate and up to date. The post holder will review the Trust dashboard or extract routine data for the Trust and/or team members. To address and alert teams to errors and problems as they arise.
To support team members in being able to access basic information held on My Dashboards and Pulse
To ensure that all service users patients and visitors are received in a courteous and efficient manner, covering the OCD/BDD.
To be responsible for ensuring referrals to the teams are processed efficiently. Responding to urgent referrals when necessary and making sure they are passed on to the team
To facilitate effective communication within the team by providing team members with messages and information.
To ensure that all telephone enquiries to the team are handled politely and sympathetically, ensuring that all messages are passed on to the appropriate person in a timely and accurate manner which may often involve dealing with difficult and distressed patients on the phone or in person.
To support the administration of multi-agency meetings, panels, Safeguarding Meetings and forums as required to attend, including the preparation / distribution of agendas and associated papers, formal minute taking and follow up actions and distribute these as appropriate.
To maintain confidentiality at all times as the content of multi-disciplinary meetings, panels and Safeguarding Organise meetings including room bookings or video conferencing were possible as required
Ensure that Admin related Trust KPIs are addressed through regular reports provided by the Team Manager. Co-ordinate all the support services provided to the team including domestic, catering, security, estates and to be the contact for maintenance issues.
To be responsible for the ordering and purchasing of stationery and office supplies for staff as well as monitor and ensure that adequate levels of stationery supplies are maintained and distributed accordingly liaising with the Procurement Team regarding any problems.
To have the need for confidentiality of service users and professional information
Photocopy/fax/scan/email as requested by other members of the team
To implement Trust and team policies/procedures and propose changes to practices if necessary.
Person Specification
Training & Qualifications
Essential
- NVQ Business Administration level 4 or willingness to work towards achieving it or a Foundation Degree or equivalent in a relevant subject
- GCSE English or equivalent
Desirable
- Evidence of continuing education
Experience
Essential
- Demonstrable experience of administrative & secretarial work
- Experience of working within a multi-disciplinary team
- Front line customer service experience
Desirable
- Experience of working in NHS setting or a similar large organisation
- Experience of using computerised databases
Knowledge & Skills
Essential
- Knowledge and experience of using Microsoft packages including Outlook, Word, Excel and Powerpoint
- Ability to manage diverse workload whilst dealing with frequent interruptions
- Excellent communication and interpersonal skills
- Ability to provide secretarial support for meetings e.g. organising, booking rooms, minute taking
- Increased organisational skills and ability to prioritise
Desirable
- Knowledge of mental health issues
- Intermediate Microsoft Excel skills
Person Specification
Training & Qualifications
Essential
- NVQ Business Administration level 4 or willingness to work towards achieving it or a Foundation Degree or equivalent in a relevant subject
- GCSE English or equivalent
Desirable
- Evidence of continuing education
Experience
Essential
- Demonstrable experience of administrative & secretarial work
- Experience of working within a multi-disciplinary team
- Front line customer service experience
Desirable
- Experience of working in NHS setting or a similar large organisation
- Experience of using computerised databases
Knowledge & Skills
Essential
- Knowledge and experience of using Microsoft packages including Outlook, Word, Excel and Powerpoint
- Ability to manage diverse workload whilst dealing with frequent interruptions
- Excellent communication and interpersonal skills
- Ability to provide secretarial support for meetings e.g. organising, booking rooms, minute taking
- Increased organisational skills and ability to prioritise
Desirable
- Knowledge of mental health issues
- Intermediate Microsoft Excel skills
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.
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.
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).
