Surrey and Borders Partnership NHS Foundation Trust

Mindworks Screening Team Administrator

The closing date is 30 October 2025

Job summary

To ensure new requests for support are safely and efficiently moved from referral platforms to the appropriate next steps. To support the team in completing administrative tasks.

Main duties of the job

To be responsible for maintaining the confidentiality and security of client data in accordance with Trust policy

To be able to use referral platforms and SystmOne to accurately enter confidential information to support the safely delivery of services for children and young people, according to standard operating procedures.

To answer telephone enquiries, transfer messages according to priorities whilst maintaining a helpful and courteous manner at all times

To answer and respond to any administrative queries Mindworks Surrey staff have on a day-to-day basis

To support team members in liaising with young people and their families /carers/secretaries/GP's and other relevant care agencies

To undertake photocopying and maintaining stocks of relevant forms and leaflets for team use

To coordinate and book rooms for meetings and clients' appointments

To liaise with estates dept regarding any repairs required within the base in order to maintain a safe working environment

To share responsibility for securing the building at night - ensuring the area is secured subject to local procedures

To follow Trust and team policies/procedures and propose changes to practices if necessary.

May be asked to provide cover for other colleagues in other admin teams as required for short absences due to annual leave or sickness

About us

Surrey and Borders Partnership NHS Foundation Trust is the leading provider of mental health, learning disability, neurodevelopmental and drug and alcohol services in Surrey and North East Hampshire. We support people of all ages and are passionate about providing high quality care that is delivered at the right time as close to home as possible to help people recover and stay well.

We are one of the top 10 mental Health, Learning Disability and Community Trust to work for nationwide. Our Trust is an inclusive and supportive employer that offers a wide range of staff networks, flexible working, free parking and excellent health and wellbeing support. We also provide a wide range of opportunities to help staff develop and progress.

Surrey is a beautiful county lying just 30 minutes away from Central London and from the South Coast. Our historic market towns and bustling districts are enveloped in wonderful countryside, and our excellent road and rail networks bring the rest of the country within easy reach. For international travel, both Gatwick and Heathrow airports are nearby.

Please note that we reserve the right to close posts as soon as sufficient applications are received.

Regrettably, due to UK Home Office requirements we cannot offer sponsorship for all our job roles.

Applicants must have the right to work in the UK for the duration of the role.

We look forward to receiving your application!

Date posted

21 October 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£26,240 to £27,928 a year per annum, pro rata, including HCAS

Contract

Permanent

Working pattern

Full-time

Reference number

325-7490538-CYPS

Job locations

Farnham Road Hospital

Farnham Road

Guildford

GU2 7LX

Job description

Job responsibilities

JOB DESCRIPTION / PROFILE

Job Title

Mindworks Surrey Screening Team Administrator

Payband/Grade

Band 3

Directorate

Children and Young Peoples Directorate

Job Description Reference

My job makes better lives by ensuring prompt, effective and efficient administrative support to Mindworks Surrey screening team.

Job Overview To ensure new requests for support are safely and efficiently moved from referral platforms to the appropriate next steps. To support the team in completing administrative tasks.

NHS Competency

Level

Personal Competencies

Communication

Interpersonal Sensitivity

Personal and People Development

Courage

Health, Safety and Security

Teamwork

Service Improvement

Quality

Equality and Diversity

Values

IT Skills

Treat People Well

Statutory Requirements

Create Respectful Places

None

Involve not Ignore

Open, Inclusive and Accountable

Qualifications required

Good standard of general education to include 5 GCSE (or equivalent) including English and Mathematics

Experience required

Experience of using Microsoft Office, particularly Word, Basic Excel and Outlook

Experience of administration work

Experience of communicating effectively with a variety of people

Good working knowledge of Data Protection and confidentiality

Suitable for someone who is passionate about providing an excellent service and is able work effectively autonomously as well as part of a team.

Key Responsibilities

To be responsible for maintaining the confidentiality and security of client data in accordance with Trust policy

To answer telephone enquiries, transfer messages according to priorities whilst maintaining a helpful and courteous manner at all times

To answer and respond to any administrative queries Mindworks Surrey staff have on a day-to-day basis

To take notes for clinical/team meetings as required by the team

To manage the distribution and date-stamping and associated tasks of any incoming/outgoing post.

To support team members in liaising with young people and their families /carers/secretaries/GPs and other relevant care agencies

To maintain an effective electronic filing system, including retrieval of

paper files from archive storage.

To undertake photocopying and maintaining stocks of relevant forms and leaflets for team use

To coordinate and book rooms for meetings and clients appointments

To liaise with estates dept regarding any repairs required within the base in order to maintain a safe working environment

To share responsibility for securing the building at night ensuring the area is secured subject to local procedures

To follow Trust and team policies/procedures and propose changes to practices if necessary.

May be asked to provide cover for other colleagues in other admin teams as required for short absences due to annual leave or sickness

General

a) All staff will have a sound awareness of Safeguarding issues and be clear about their respective roles and responsibilities to report, respond to and share information in relation to Safeguarding Children, Safeguarding Adults, Domestic Abuse and Public Protection.

b) All staff will have knowledge of and adhere to the Data Protection Act and will not disclosure to any person or organisation, any confidential information that comes into their possession in the course of their employment.

c) To fully participate in the Trusts performance review and personal development planning process on an annual basis.

d) Undertake training as necessary in line with the development of the post and as agreed with line manager as part of the personal development planning process.

e) To achieve and demonstrate agreed standards of personal and professional development within agreed timescales.

f) To contribute positively to the effectiveness and efficiency of the teams in which he/she works.

g) To undertake any other duties at the request of the line manager which are commensurate with the role, internal job rotation and absence cover.

h) To contribute to a healthy and safe working environment by adhering to health and safety regulations and Trust policies.

i) To contribute to the prevention and control of health care associated infection by adhering to Trust policies and guidelines.

j) Surrey & Borders Partnership NHS Foundation Trust is committed to valuing and promoting diversity in employment, service delivery practices and its general environment. An expectation of all leadership posts within the Trust is that each individual will take responsibility for promoting open, inclusive and accessible service provision, staff development and a culture that values and respects difference.

Employees must:

Cooperate with the Trust and its officers in implementing the requirements of the Health & Safety at Work etc Act 1974.

Take reasonable care of their own health, safety & welfare.

Refrain from doing anything which may constitute an unacceptable health & safety risk to themselves or others.

Report any defective equipment, unsafe situations or practices immediately to the responsible manager.

Job description

Job responsibilities

JOB DESCRIPTION / PROFILE

Job Title

Mindworks Surrey Screening Team Administrator

Payband/Grade

Band 3

Directorate

Children and Young Peoples Directorate

Job Description Reference

My job makes better lives by ensuring prompt, effective and efficient administrative support to Mindworks Surrey screening team.

Job Overview To ensure new requests for support are safely and efficiently moved from referral platforms to the appropriate next steps. To support the team in completing administrative tasks.

NHS Competency

Level

Personal Competencies

Communication

Interpersonal Sensitivity

Personal and People Development

Courage

Health, Safety and Security

Teamwork

Service Improvement

Quality

Equality and Diversity

Values

IT Skills

Treat People Well

Statutory Requirements

Create Respectful Places

None

Involve not Ignore

Open, Inclusive and Accountable

Qualifications required

Good standard of general education to include 5 GCSE (or equivalent) including English and Mathematics

Experience required

Experience of using Microsoft Office, particularly Word, Basic Excel and Outlook

Experience of administration work

Experience of communicating effectively with a variety of people

Good working knowledge of Data Protection and confidentiality

Suitable for someone who is passionate about providing an excellent service and is able work effectively autonomously as well as part of a team.

Key Responsibilities

To be responsible for maintaining the confidentiality and security of client data in accordance with Trust policy

To answer telephone enquiries, transfer messages according to priorities whilst maintaining a helpful and courteous manner at all times

To answer and respond to any administrative queries Mindworks Surrey staff have on a day-to-day basis

To take notes for clinical/team meetings as required by the team

To manage the distribution and date-stamping and associated tasks of any incoming/outgoing post.

To support team members in liaising with young people and their families /carers/secretaries/GPs and other relevant care agencies

To maintain an effective electronic filing system, including retrieval of

paper files from archive storage.

To undertake photocopying and maintaining stocks of relevant forms and leaflets for team use

To coordinate and book rooms for meetings and clients appointments

To liaise with estates dept regarding any repairs required within the base in order to maintain a safe working environment

To share responsibility for securing the building at night ensuring the area is secured subject to local procedures

To follow Trust and team policies/procedures and propose changes to practices if necessary.

May be asked to provide cover for other colleagues in other admin teams as required for short absences due to annual leave or sickness

General

c) To fully participate in the Trusts performance review and personal development planning process on an annual basis.

d) Undertake training as necessary in line with the development of the post and as agreed with line manager as part of the personal development planning process.

e) To achieve and demonstrate agreed standards of personal and professional development within agreed timescales.

f) To contribute positively to the effectiveness and efficiency of the teams in which he/she works.

g) To undertake any other duties at the request of the line manager which are commensurate with the role, internal job rotation and absence cover.

h) To contribute to a healthy and safe working environment by adhering to health and safety regulations and Trust policies.

i) To contribute to the prevention and control of health care associated infection by adhering to Trust policies and guidelines.

Employees must:

Cooperate with the Trust and its officers in implementing the requirements of the Health & Safety at Work etc Act 1974.

Take reasonable care of their own health, safety & welfare.

Refrain from doing anything which may constitute an unacceptable health & safety risk to themselves or others.

Report any defective equipment, unsafe situations or practices immediately to the responsible manager.

Person Specification

Qualifications

Essential

Good standard of general education to include 5 GCSE (or equivalent) including English and Mathematics

Experience

Essential

Experience of using Microsoft Office, particularly Word, Basic Excel and Outlook
Experience of administration work
Experience of communicating effectively with a variety of people
Good working knowledge of Data Protection and confidentiality

Person Specification

Qualifications

Essential

Good standard of general education to include 5 GCSE (or equivalent) including English and Mathematics

Experience

Essential

Experience of using Microsoft Office, particularly Word, Basic Excel and Outlook
Experience of administration work
Experience of communicating effectively with a variety of people
Good working knowledge of Data Protection and confidentiality

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.