Job summary
We have an exciting opportunity for a Team Administrator to join our Adult Community & Outpatient Teams in Vincent Square Eating Disorder Service based at the Stowe Site.
The Eating Disorder Service offers a range of specialist services to women, men, children, and young people who are suffering from anorexia nervosa, bulimia nervosa, and other eating disorders. The service provides a wide range of treatments, including assessment and community, outpatient therapy, intensive care pathways, day programme services, and inpatient care across different sites.
We are looking for an enthusiastic and motivated Team Admin to provide important administrative and customer service to ensure the smooth running of our very busy and dynamic team. The role comes with a variety of responsibilities, providing support to the clinical team, service users, patients, and carers who attend the service.
The EDS team is strong, supportive and has excellent structures to offer regular supervision. This is a great opportunity to join our team to support the delivery of high-quality EDS for North West London. We are looking for exceptional individuals with the right attitude, skills, and knowledge who share our passion to deliver the best quality care experience for patients and their families.
This post is highly suitable for an applicant who is working at a similar grade in the NHS or for those currently working in a non-NHS setting with aspirations to enter into Health Service administration.
Main duties of the job
We are seeking an enthusiastic and motivated Team Administrator to provide essential administrative and customer support for the Vincent Square Eating Disorders Service. This role is vital to ensuring the smooth running of our busy team and supporting clinicians, service users, patients, and carers. As an NHS Trust, we encourage vaccination to help protect staff and those accessing our services.
Our Eating Disorders Service offers a supportive team environment with strong supervision structures. This is a great opportunity to contribute to high-quality care across Northwest London. We are looking for individuals with the right skills, attitude, and commitment to excellent patient experience.
Based on-site, you will deliver a broad range of administrative tasks and occasional cross-site cover. Duties include managing referrals, booking appointments, contacting patients, answering queries, preparing letters, minute taking, arranging interpreters and taxis, supporting inductions, ordering stationery, and maintaining effective systems. Strong communication and IT skills, including Microsoft Office and MS Teams, are required.
You must be able to prioritise your workload, work independently with good judgement, and provide cover for Roxborough Road, Verney House, and the Children and Young People Eating Disorders Service when needed.
About us
This post is ideal for applicants already working at a similar level in the NHS or those in non-NHS roles seeking to begin a career in Health Service administration. The role is based at South Kensington and Chelsea Mental Health Centre, 1 Nightingale Place, London SW10 9NG, with occasional cover required across other sites and teams.
We offer a supportive and friendly working environment where supervision, performance reviews, and appraisals form part of ongoing staff development. CNWL is committed to supporting staff through training, career progression, wellbeing initiatives, and ensuring job satisfaction.
Please note: This vacancy does not meet the criteria for Skilled Worker sponsorship unless you qualify under temporary exemptions linked to immigration rule changes effective from 22/07/2025. Separate provisions apply to workers who have continuously held a Skilled Worker visa since before 04/04/2024.
If you do not meet the Transitional Provision, we cannot consider your application unless you can provide valid evidence of your right to work in the UK. If you believe you qualify for sponsorship or already hold permission to work, please include full details of your immigration status in the Pre-Screening Immigration section of your application.
Eligibility for sponsorship also depends on whether the role meets the salary threshold for the relevant SOC code.
For more information, visit: Skilled Worker visa: Overview - GOV.UK.
Job description
Job responsibilities
MAIN DUTIES AND RESPONSIBILITIES
- To prepare documents (letters, memos, reports etc) by copy or audio typing using Microsoft office software, ensuring all policies and procedures are adhered to.
- To act as the first point of contact for the service, accommodate and guide our service users, visitors to the correct team. Handle telephone and email enquiries from external bodies, Trust staff, clinicians, service users and relatives.
- The post holder is required to exercise judgment about how to handle such calls in an appropriate and professional manner, using judgement and discretion where necessary, referring complex matters to relevant senior members of staff and taking messages when necessary.
- To report any incidents on DATIX and escalate to management as soon as possible
- To ensure effective communication within the team.
- To prioritise own workload according to service needs and effectively manage conflicting priorities by developing and maintaining systems.
- To input data to electronic database system/s and/or use database as and when required in line with Trust procedures and protocols.
- To ensure filing systems are maintained to a high standard and with due recognition of the need for confidentiality and security.
- To ensure the maintenance of adequate stock levels of stationery and other equipment at all times.
- To act as secretary at meetings, taking and distributing minutes as appropriate.
- To arrange meeting and training events for the team as and when required.
- To maintain a team diary for staff, ensuring their location is known at all times, enabling contact in case of emergency.
- To maintain a diary of activities and/or room bookings to facilitate effective use of resources.
- To cover across sites when required by the service
- To liaise with IT Department and other services as and when required for any issues that may occur within the service.
- To develop and maintain an updated internal and external contact lists.
- To participate in assisting the local admin induction of new or temporary staff to the team.
- To understand health and safety and fire regulations and to assist in maintaining a safe environment for service users, staff and visitors to the service, reporting building repairs required to the responsible manager.
- To liaise with domestic services staff to ensure the environment is kept clean and reporting any recurring problems to the responsible manager.
- To enter required data into the Trusts patient administration systems and to make use of data bases as directed by managers in the course of clinical duties
- To use computer and computer software to prepare reports, presentations and documents relevant to working duties
This is not an exhaustive list of duties and responsibilities and the post holder may be required to undertake other duties which fall within the grade of the job, in discussion with the manager.
Job description
Job responsibilities
MAIN DUTIES AND RESPONSIBILITIES
- To prepare documents (letters, memos, reports etc) by copy or audio typing using Microsoft office software, ensuring all policies and procedures are adhered to.
- To act as the first point of contact for the service, accommodate and guide our service users, visitors to the correct team. Handle telephone and email enquiries from external bodies, Trust staff, clinicians, service users and relatives.
- The post holder is required to exercise judgment about how to handle such calls in an appropriate and professional manner, using judgement and discretion where necessary, referring complex matters to relevant senior members of staff and taking messages when necessary.
- To report any incidents on DATIX and escalate to management as soon as possible
- To ensure effective communication within the team.
- To prioritise own workload according to service needs and effectively manage conflicting priorities by developing and maintaining systems.
- To input data to electronic database system/s and/or use database as and when required in line with Trust procedures and protocols.
- To ensure filing systems are maintained to a high standard and with due recognition of the need for confidentiality and security.
- To ensure the maintenance of adequate stock levels of stationery and other equipment at all times.
- To act as secretary at meetings, taking and distributing minutes as appropriate.
- To arrange meeting and training events for the team as and when required.
- To maintain a team diary for staff, ensuring their location is known at all times, enabling contact in case of emergency.
- To maintain a diary of activities and/or room bookings to facilitate effective use of resources.
- To cover across sites when required by the service
- To liaise with IT Department and other services as and when required for any issues that may occur within the service.
- To develop and maintain an updated internal and external contact lists.
- To participate in assisting the local admin induction of new or temporary staff to the team.
- To understand health and safety and fire regulations and to assist in maintaining a safe environment for service users, staff and visitors to the service, reporting building repairs required to the responsible manager.
- To liaise with domestic services staff to ensure the environment is kept clean and reporting any recurring problems to the responsible manager.
- To enter required data into the Trusts patient administration systems and to make use of data bases as directed by managers in the course of clinical duties
- To use computer and computer software to prepare reports, presentations and documents relevant to working duties
This is not an exhaustive list of duties and responsibilities and the post holder may be required to undertake other duties which fall within the grade of the job, in discussion with the manager.
Person Specification
Education and Qualifications
Essential
- GCSE Maths & English (Grade C or above) or equivalent
Desirable
- Educated to Diploma level or NVQ Level 3
- Administration and IT Skills Qualifications
Experience
Essential
- Demonstrable previous administrative experience
- Experience of working as part of a team
- Experience of working in NHS or similar environment with day to day contact with both professionals and members of the general public
Desirable
- Experience of working in a mental health setting such as CAMHS or EDS
- Experience of processing complex referrals
Skills and Knowledge
Essential
- A comprehensive working knowledge of the use of Microsoft Office software - Word, Excel, Outlook Diary with ability to create and manage Excel spreadsheets
- Effective Communication skills & Mentoring/Supervising
- Digital Intelligence
- Multi-tasking and Time Management
- Able to take and summarise minutes
- Good organisational skills and ability to work on own initiative
- Teamwork and Collaboration
Desirable
- Knowledge of medical terminology
- Ability to develop and implement systems and processes to increase service efficiency
- Awareness and knowledge of Health and Safety regulations and Safeguarding
- Knowledge of GDPR, Data Protection Act, Confidentiality
Attitude, Aptitude and Personal Characteristics
Essential
- Able to treat service users with respect and dignity at all times, with a culturally sensitive approach
- An enthusiastic, flexible and confident approach to working
- Able to work on own initiative and as part of a team
- Able to prioritise own workload and also help/support others
- Able to build constructive relationships with warmth and empathy, using good communication skills
- Willingness and ability to learn new skills and adapt to change
- Able to maintain professionalism in an often emotionally challenging environment
- Actively engages in supervision and professional development opportunities
Other
Essential
- The post holder must have the ability to understand, implement and promote the Equal Opportunities Policy at a level appropriate to the job
- Understands and can apply confidentiality and information sharing policy and procedure
Person Specification
Education and Qualifications
Essential
- GCSE Maths & English (Grade C or above) or equivalent
Desirable
- Educated to Diploma level or NVQ Level 3
- Administration and IT Skills Qualifications
Experience
Essential
- Demonstrable previous administrative experience
- Experience of working as part of a team
- Experience of working in NHS or similar environment with day to day contact with both professionals and members of the general public
Desirable
- Experience of working in a mental health setting such as CAMHS or EDS
- Experience of processing complex referrals
Skills and Knowledge
Essential
- A comprehensive working knowledge of the use of Microsoft Office software - Word, Excel, Outlook Diary with ability to create and manage Excel spreadsheets
- Effective Communication skills & Mentoring/Supervising
- Digital Intelligence
- Multi-tasking and Time Management
- Able to take and summarise minutes
- Good organisational skills and ability to work on own initiative
- Teamwork and Collaboration
Desirable
- Knowledge of medical terminology
- Ability to develop and implement systems and processes to increase service efficiency
- Awareness and knowledge of Health and Safety regulations and Safeguarding
- Knowledge of GDPR, Data Protection Act, Confidentiality
Attitude, Aptitude and Personal Characteristics
Essential
- Able to treat service users with respect and dignity at all times, with a culturally sensitive approach
- An enthusiastic, flexible and confident approach to working
- Able to work on own initiative and as part of a team
- Able to prioritise own workload and also help/support others
- Able to build constructive relationships with warmth and empathy, using good communication skills
- Willingness and ability to learn new skills and adapt to change
- Able to maintain professionalism in an often emotionally challenging environment
- Actively engages in supervision and professional development opportunities
Other
Essential
- The post holder must have the ability to understand, implement and promote the Equal Opportunities Policy at a level appropriate to the job
- Understands and can apply confidentiality and information sharing policy and procedure
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
Central and North West London NHS Foundation Trust
Address
Eating Disorders Service Outpatient Clinic, 1st Floor, Health @ Stowe
260 Harrow Road
London
W2 5ES
Employer's website
https://www.cnwl.nhs.uk/work (Opens in a new tab)
