Surrey and Borders Partnership NHS Foundation Trust

Administrator

The closing date is 08 April 2026

Job summary

An exciting opportunity has arisen for an enthusiastic and organised Administrator (Band 3) to join the Children's Learning Disability Service.

The post holder will provide high-quality administrative and clerical support to the multidisciplinary team, helping to ensure the smooth and efficient running of the service. This role is key in supporting clinicians and maintaining effective communication with families, professionals and partner agencies.

We are looking for a motivated individual with excellent organisational skills, attention to detail and the ability to work both independently and as part of a busy team. The successful candidate will play an important role in supporting the delivery of care to children and young people with learning disabilities and their families.

Main duties of the job

The postholder will provide comprehensive administrative support to the Children's Learning Disability team.

Key responsibilities include:

Providing administrative and clerical support to the multidisciplinary team
Responding to telephone and email enquiries from families and professionals
Supporting data collection, audits and reporting requirements
Preparing documents, letters and reports as required
Working collaboratively with colleagues to ensure the smooth running of the service

The role requires excellent communication skills and the ability to prioritise workload effectively in a busy environment.

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

26 March 2026

Pay scheme

Agenda for change

Band

Band 3

Salary

£26,240 to £27,928 a year Incl. 5% Fringe HCAS, pa, pro rata.

Contract

Permanent

Working pattern

Part-time

Reference number

325-7871852-CYPS

Job locations

Surrey and Borders Partnership NHS Foundation Trust HQ

18 Mole Business Park

Leatherhead

KT22 7AD

Job description

Job responsibilities

The postholder will provide comprehensive administrative support to the Childrens Learning Disability team.

Key responsibilities include:

To support,liaise,and work effectively within the CYPSLearning Disability Team.

To liaise with the wider team and external agencies as applicable.

To ensure good record keeping in line with current practice and computer systems.

Todemonstrateeffective time management skills to manage workload independently and as part of theteam to ensure duties are performed efficiently and service standards are met.

To effectively and sensitively communicate with parents ofyoung peopleand otherorganizationsinvolved inyoung peoples care.

Toparticipatein other administrative tasks to support the service,including photocopying, scanning,uploading,and mail management.

Formatting letters and reports created by thepractitioners within theCYPSLearning Disability Team.

To create andmaintainany necessary spreadsheets and to provide support to theBusiness Leadforreporting offigures for service KPIs.

Answering phone calls and dealing with queries.

Supporting appointment bookingsupportintoclinics or via Teams/in person.

Monitoring and actioning the generic team inbox.

Responsible formaintainingconfidentiality and security of all health and corporate recordsin accordance with the trust policies.

Accountable to the localmanager, supporting the comprehensiveday-to-day management of the relevant team, ensuring the smooth running of the office and workflow whilst transacting urgent materials proactively and effectively.

To be the first point of contact for callers to the local manager, managing internal and external inquiries and to present complex information succinctly in a range of formats, including verbally and through use of technology and re-directing these as appropriate.

Toassist in the management of non-clinical issues, facilities, buildings, and supplies and ensure all equipment is set up andmaintainedin good order.

To plan and coordinate whennecessarythe processes to manage meetings, including setting agendas, taking minutes and distribution of papers within agreed timescales

Tobe responsible for the operating of various information systems for the local manager, including SystmOne, ESR, SBS, Power BI, Datix risk and incident management system, word processing, database, spreadsheet, and Outlook and email systems. This may also include the establishment of local data systems tomonitor the team'sperformance against internal and external performance targets.

Receive and process referrals to the relevant clinician and system(s).

Update case notes on the electronic patient record system as required.

Type up reports incorporating graphics and tables asrequired.

Creating bespoke documents for the team, such asleaflets,etc.

Booking rooms and providingsupport to team membersin theCYPSLearning Disability Team.in setting up rooms for meetings.

Monitor and raise purchase requisitions for stationery, services (such as interpreters),and supplies for the department.

To contribute activelyinthe promotion of respect for diversity andinclusivityof all individuals, to promote the valued image of people who use Trust services, challengestigmaand uphold the Trust Visions and Values

Tobe responsible for one'sown VDU workplace assessment and health and safety surveillance

Undertake any other reasonable duties as requested by theSenior Crisis Pathway colleagues.

Job description

Job responsibilities

The postholder will provide comprehensive administrative support to the Childrens Learning Disability team.

Key responsibilities include:

To support,liaise,and work effectively within the CYPSLearning Disability Team.

To liaise with the wider team and external agencies as applicable.

To ensure good record keeping in line with current practice and computer systems.

Todemonstrateeffective time management skills to manage workload independently and as part of theteam to ensure duties are performed efficiently and service standards are met.

To effectively and sensitively communicate with parents ofyoung peopleand otherorganizationsinvolved inyoung peoples care.

Toparticipatein other administrative tasks to support the service,including photocopying, scanning,uploading,and mail management.

Formatting letters and reports created by thepractitioners within theCYPSLearning Disability Team.

To create andmaintainany necessary spreadsheets and to provide support to theBusiness Leadforreporting offigures for service KPIs.

Answering phone calls and dealing with queries.

Supporting appointment bookingsupportintoclinics or via Teams/in person.

Monitoring and actioning the generic team inbox.

Responsible formaintainingconfidentiality and security of all health and corporate recordsin accordance with the trust policies.

Accountable to the localmanager, supporting the comprehensiveday-to-day management of the relevant team, ensuring the smooth running of the office and workflow whilst transacting urgent materials proactively and effectively.

To be the first point of contact for callers to the local manager, managing internal and external inquiries and to present complex information succinctly in a range of formats, including verbally and through use of technology and re-directing these as appropriate.

Toassist in the management of non-clinical issues, facilities, buildings, and supplies and ensure all equipment is set up andmaintainedin good order.

To plan and coordinate whennecessarythe processes to manage meetings, including setting agendas, taking minutes and distribution of papers within agreed timescales

Tobe responsible for the operating of various information systems for the local manager, including SystmOne, ESR, SBS, Power BI, Datix risk and incident management system, word processing, database, spreadsheet, and Outlook and email systems. This may also include the establishment of local data systems tomonitor the team'sperformance against internal and external performance targets.

Receive and process referrals to the relevant clinician and system(s).

Update case notes on the electronic patient record system as required.

Type up reports incorporating graphics and tables asrequired.

Creating bespoke documents for the team, such asleaflets,etc.

Booking rooms and providingsupport to team membersin theCYPSLearning Disability Team.in setting up rooms for meetings.

Monitor and raise purchase requisitions for stationery, services (such as interpreters),and supplies for the department.

To contribute activelyinthe promotion of respect for diversity andinclusivityof all individuals, to promote the valued image of people who use Trust services, challengestigmaand uphold the Trust Visions and Values

Tobe responsible for one'sown VDU workplace assessment and health and safety surveillance

Undertake any other reasonable duties as requested by theSenior Crisis Pathway colleagues.

Person Specification

Role requirements

Essential

Previous administrative or clerical experience in an office environment
Experience of using Microsoft Office packages (Word, Outlook, Excel)

Desirable

Previous administrative experience within the NHS or healthcare setting
Experience using electronic patient record systems (e.g. SystmOne or similar)

Role Requirements

Essential

Experience of handling confidential and sensitive information appropriately

Desirable

Experience of managing referrals or appointment booking systems
Understanding of Children's Services or Learning Disability services

Person Specification

Role requirements

Essential

Previous administrative or clerical experience in an office environment
Experience of using Microsoft Office packages (Word, Outlook, Excel)

Desirable

Previous administrative experience within the NHS or healthcare setting
Experience using electronic patient record systems (e.g. SystmOne or similar)

Role Requirements

Essential

Experience of handling confidential and sensitive information appropriately

Desirable

Experience of managing referrals or appointment booking systems
Understanding of Children's Services or Learning Disability services

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.