Job summary
The postholder will be responsible for providing a proactive, comprehensive administrative service to a multi-disciplinary team, enabling the team to operate effectively and efficiently.
This role will be working closely with the management of the referral team and its administrative tasks which include management of the service screening process, ensuring incoming referrals contains the necessary information to be entered onto the database.
The post holder will work in collaboration with the Ward Manager to oversee the referral process, monitoring and tracking to ensure that the service achieves the data quality, clinical activity and income targets and is compliant with the appropriate Trust policies & initiatives.
To oversee systems supporting the Eating Disorder Inpatient Unit and to ensure that facilities are managed effectively. To manage and provide professional leadership for the provision of administrative and related support services ensuring that these are of high quality, appropriately targeted and developed within a recognised framework. This will involve close and joint working with the ward manager, other managers and clinical staff.
To be one of the first points of contact for patient/families/carers and professionals, ensuring a good patient experience and positive image of the service.
Main duties of the job
To provide an effective, professional and confidential administration service to the ward.
To assist people in a helpful, diplomatic and tactful manner.
To act independently to ensure daily tasks and on-going workloads are prioritised and completed within agreed timescales, multi tasking where needed.
Screening and processing referrals within the same working day.
To book and organise referral screening meetings.
Book ward rounds, meetings, interpreters and translation of correspondence, where appropriate.
Minute meetings where appropriate.
Support the clinical team, monitor and maintain accurate waiting lists.
To contribute to the compliance of Health and Safety requirements as requested.
Support admin trainees and temporary staff, access ICT and relevant Trust policies.
Line management the Ward Administrator.
Monitor, update and report comprehensive service-related activity data.
Responsible for checking of funding arrangements for all care options within the service.
Co-ordinate day to day admin support for the service and assist with the development of administrative processes.
Support the service wide administrative cover arrangements.
Support Ward Manager complete E-roster in a timely manner.
Supporting with the recruitment and selection as and when required.
About us
The inpatient unit is currently based at the Bethlem Royal Hospital, Monks Orchard Road, Beckenham, London BR3 3BX, however in 2025 the unit is scheduled to be moving to a new purpose built site at the Maudsley Hospital, Denmark Hill (work currently underway).
Our Trust headquarters is located at Denmark Hill less than 5 minutes from the train station (zone 2). We also provide services and operate across other locations, such as London boroughs of Croydon, Lambeth, Lewisham and Southwark; and substance misuse services for residents of Bexley, Lambeth, Greenwich and Wandsworth.
THE SERVICE
The Eating Disorder service is an inpatient unit (currently 16 beds; Tyson West II Ward) based at the Bethlem Royal Hospital (due to relocate to Maudsley Hospital in late 2025/early 2026) accepting local and national referrals for severe and chronic eating disorders.
Job description
Job responsibilities
Administrative
To provide a professional and confidential administration service, to include typing; preparing correspondences; proof reading documents; photocopying; filing; scanning; dealing with post; emails and having access to team members outlook calendars.
To assist people in a helpful, diplomatic and tactful manner; screening and re-routing calls, as appropriate. Taking clear, concise messages and dealing with general enquiries, where appropriate.
To act independently to ensure daily tasks and on-going workloads are prioritised and completed within agreed timescales. Manage multiple tasks within the working day whilst maintaining quality standards.
Screening referral within the same working day.
To book and organise referral screening meetings as required. Liaising with Clinicians and contacting families, referrers and carers.
Ability to work in an unpredictable pattern, dealing with frequent interruptions.
Organise the booking of ward rounds, meetings, interpreters and translation of correspondence, where appropriate.
Attend meetings and produce minutes.
Trace patient NHS details via the National Tracing System.
In conjunction with the clinical team, monitor and maintain accurate waiting lists.
To contribute to the compliance of Health and Safety requirements as requested by management.
To participate in the preparation of events, conferences and projects.
Support admin trainees and temporary staff, ensuring access to ICT and the relevant Trust policies.
To contact Trust Estates and Facilities Department to report any faults or works that need to be undertaken.
Support the management of administrative assistant.
Assist the service with monitoring, updating and reporting comprehensive service-related activity data.
Responsible for checking of funding arrangements for all care options within the service.
Co-ordinate day to day admin support for the service and assist with the development of administrative processes.
To participate in any training and developmental needs as required by the Ward Manager.
Support the service wide administrative cover arrangements.
In conjunction with the Ward Manager complete the service E-roster in a timely manner ensuring that data is collected and submitted.
Supporting with the recruitment and selection as and when required.
Service Requirements:
To provide cover for colleagues, as required, within PMOA sites.
Assist teams with the development of patient information and team leaflets.
Updating staff competences on e-roster, creating reports from e-roster such as competences, annual leave and sickness
To assist in service user and carer feedback surveys
To line manage staff, as required.
Personal Development:
To participate in development and training identified through the appraisal and
supervision process.
To attend and participate in all identified mandatory training.
Other:
To ensure all duties are carried out in line with Trust policy.
To carry out other duties appropriate to the grade as required.
To keep up-to-date with relevant Trust policies and developments within the NHS, e.g. Business Continuity Plans, Care Quality Commission.
Job description
Job responsibilities
Administrative
To provide a professional and confidential administration service, to include typing; preparing correspondences; proof reading documents; photocopying; filing; scanning; dealing with post; emails and having access to team members outlook calendars.
To assist people in a helpful, diplomatic and tactful manner; screening and re-routing calls, as appropriate. Taking clear, concise messages and dealing with general enquiries, where appropriate.
To act independently to ensure daily tasks and on-going workloads are prioritised and completed within agreed timescales. Manage multiple tasks within the working day whilst maintaining quality standards.
Screening referral within the same working day.
To book and organise referral screening meetings as required. Liaising with Clinicians and contacting families, referrers and carers.
Ability to work in an unpredictable pattern, dealing with frequent interruptions.
Organise the booking of ward rounds, meetings, interpreters and translation of correspondence, where appropriate.
Attend meetings and produce minutes.
Trace patient NHS details via the National Tracing System.
In conjunction with the clinical team, monitor and maintain accurate waiting lists.
To contribute to the compliance of Health and Safety requirements as requested by management.
To participate in the preparation of events, conferences and projects.
Support admin trainees and temporary staff, ensuring access to ICT and the relevant Trust policies.
To contact Trust Estates and Facilities Department to report any faults or works that need to be undertaken.
Support the management of administrative assistant.
Assist the service with monitoring, updating and reporting comprehensive service-related activity data.
Responsible for checking of funding arrangements for all care options within the service.
Co-ordinate day to day admin support for the service and assist with the development of administrative processes.
To participate in any training and developmental needs as required by the Ward Manager.
Support the service wide administrative cover arrangements.
In conjunction with the Ward Manager complete the service E-roster in a timely manner ensuring that data is collected and submitted.
Supporting with the recruitment and selection as and when required.
Service Requirements:
To provide cover for colleagues, as required, within PMOA sites.
Assist teams with the development of patient information and team leaflets.
Updating staff competences on e-roster, creating reports from e-roster such as competences, annual leave and sickness
To assist in service user and carer feedback surveys
To line manage staff, as required.
Personal Development:
To participate in development and training identified through the appraisal and
supervision process.
To attend and participate in all identified mandatory training.
Other:
To ensure all duties are carried out in line with Trust policy.
To carry out other duties appropriate to the grade as required.
To keep up-to-date with relevant Trust policies and developments within the NHS, e.g. Business Continuity Plans, Care Quality Commission.
Person Specification
A&I
Essential
- oSecretarial qualification or demonstrable experience
- oGood standard of general education including English and Mathematics (GCSE A-C or 9-4 grade)
- oWorking to tight deadlines
- oDeveloping and implementing administrative systems
- oAn eye for detail and accurate data entry skills
- oPunctual, reliable, diplomatic and flexible
Desirable
- oWorked in an NHS environment
- oExperience of working with mental health patients
- oNHS in-house systems and databases
Person Specification
A&I
Essential
- oSecretarial qualification or demonstrable experience
- oGood standard of general education including English and Mathematics (GCSE A-C or 9-4 grade)
- oWorking to tight deadlines
- oDeveloping and implementing administrative systems
- oAn eye for detail and accurate data entry skills
- oPunctual, reliable, diplomatic and flexible
Desirable
- oWorked in an NHS environment
- oExperience of working with mental health patients
- oNHS in-house systems and databases
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).
Employer details
Employer name
South London and Maudsley NHS Foundation Trust
Address
Tyson West 2 Eating Disorders Unit, Bethlem Royal Hospital
Monks Orchard Road
Beckenham
BR3 3BX
Employer's website
https://www.slam.nhs.uk/ (Opens in a new tab)
