Job summary
We are seeking a motivated Senior Team Administrator to provide high-quality administrative support to our multidisciplinary team, ensuring the smooth running of our service and excellent patient care. This is a full-time position, workingMonday to Friday, 09:00-17:00 at the Chaucer Resource Centre.
Please note:
v This post may close earlier than the advertised date if a high volume of applications is received.
v Your supporting statement must clearly demonstrate how you meet the shortlisting criteria outlined in the person specification. Applications that do not address these criteria may not be shortlisted.
Main duties of the job
- Act as the first point of contact for enquiries from service users, carers, GPs, and professionals.
- Provide comprehensive administrative support, including managing correspondence, referrals, and meeting arrangements.
- Support reception duties as required.
- Assist with health and safety checks and follow-up actions.
- Manage stock ordering and procurement up to £500.
- Maintain accurate records and ensure compliance with Trust guidelines.
- Participate in team meetings and contribute to service improvement.
- Provide flexible cover and support for colleagues as needed.
About us
Community Mental Health Teams (CMHTs) provide care for people with serious mental health difficulties, including psychotic illnesses, mood and personality disorders.
Southwark has two CMHTs based at Chaucer:
- Borough, Bermondsey and Rotherhithe
- Walworth
We deliver a wide range of medical, psychological and social interventions, working closely with acute, crisis and primary care services to ensure timely, appropriate support.
The successful applicant will be an excellent communicator with strong listening skills, able to work collaboratively within a multidisciplinary team while using initiative and problem-solving abilities. Flexibility, partnership working and proficiency in Microsoft Office 365 are essential.
This role suits a confident, organised individual who thrives under pressure in a challenging environment, with attention to detail and a commitment to high standards.
You will join a supportive team focused on person-centred care, with regular supervision and development opportunities. Our team promotes integrated care and continuous improvement, offering an ideal setting for professional growth. Previous NHS experience, ideally in mental health, is essential.
Job description
Job responsibilities
Administrative Support
Provide comprehensive administrative assistance to the multidisciplinary team, acting as the first point of contact for queries. Duties include drafting and typing correspondence, photocopying, emailing, sorting and distributing post, and arranging meetings. Support referral meetings by preparing agendas and taking minutes when required.
Communication Management
Receive and relay telephone and email messages promptly and accurately. Use initiative and sound judgment to determine urgency and ensure messages reach the appropriate team member without delay.
Central Services Liaison
Serve as the primary contact for central services based at CMHT Walworth, delivering responsive and courteous administrative support via telephone and email.
Service Planning and Improvement
Participate in business and team meetings related to service planning. Assist in implementing and continuously reviewing systems to promote best practice and operational efficiency.
Records Management
Maintain case notes in accordance with Trust guidelines, ensuring accuracy, confidentiality, and compliance with established standards.
Office and Stock Maintenance
Ensure the department remains clean and organized. Monitor and maintain adequate levels of stationery and clinical supplies.
Team Collaboration and Induction
Work collaboratively within both the administrative and multidisciplinary teams. Provide cover for colleagues when necessary and assist with the induction of new staff members.
Health and Safety Oversight
Monitor the condition of the building and report any health and safety concerns to the Business Manager. Arrange remedial actions as required and maintain accurate records of work requisitions.
Reception Cover
Provide reception cover during staff leave and scheduled breaks, including weekly back-office support and AM/PM break coverage.
Additional Duties
Undertake any other responsibilities as directed by the Business Manager to support the smooth running of the service.
Job description
Job responsibilities
Administrative Support
Provide comprehensive administrative assistance to the multidisciplinary team, acting as the first point of contact for queries. Duties include drafting and typing correspondence, photocopying, emailing, sorting and distributing post, and arranging meetings. Support referral meetings by preparing agendas and taking minutes when required.
Communication Management
Receive and relay telephone and email messages promptly and accurately. Use initiative and sound judgment to determine urgency and ensure messages reach the appropriate team member without delay.
Central Services Liaison
Serve as the primary contact for central services based at CMHT Walworth, delivering responsive and courteous administrative support via telephone and email.
Service Planning and Improvement
Participate in business and team meetings related to service planning. Assist in implementing and continuously reviewing systems to promote best practice and operational efficiency.
Records Management
Maintain case notes in accordance with Trust guidelines, ensuring accuracy, confidentiality, and compliance with established standards.
Office and Stock Maintenance
Ensure the department remains clean and organized. Monitor and maintain adequate levels of stationery and clinical supplies.
Team Collaboration and Induction
Work collaboratively within both the administrative and multidisciplinary teams. Provide cover for colleagues when necessary and assist with the induction of new staff members.
Health and Safety Oversight
Monitor the condition of the building and report any health and safety concerns to the Business Manager. Arrange remedial actions as required and maintain accurate records of work requisitions.
Reception Cover
Provide reception cover during staff leave and scheduled breaks, including weekly back-office support and AM/PM break coverage.
Additional Duties
Undertake any other responsibilities as directed by the Business Manager to support the smooth running of the service.
Person Specification
Experience
Essential
- Previous administrative role experience; customer-facing work; handling confidential information.
Desirable
- Experience in healthcare or mental health settings; NHS admin systems experience (e.g., ePJS)
Qualifications & Training
Essential
- GCSEs (including English & Maths); commitment to ongoing personal development
Desirable
- NVQ Level 3 in Business Administration; NHS systems training
Knowledge & Skills
Essential
- Excellent communication; strong IT skills (MS Office); ability to multitask; maintain confidentiality; effective teamwork.
Desirable
- Familiarity with NHS policies; understanding of mental health terminology
Personal Qualities
Essential
- Professional, empathetic, flexible, reliable, committed to inclusion
Desirable
- Willingness to undertake further training
Person Specification
Experience
Essential
- Previous administrative role experience; customer-facing work; handling confidential information.
Desirable
- Experience in healthcare or mental health settings; NHS admin systems experience (e.g., ePJS)
Qualifications & Training
Essential
- GCSEs (including English & Maths); commitment to ongoing personal development
Desirable
- NVQ Level 3 in Business Administration; NHS systems training
Knowledge & Skills
Essential
- Excellent communication; strong IT skills (MS Office); ability to multitask; maintain confidentiality; effective teamwork.
Desirable
- Familiarity with NHS policies; understanding of mental health terminology
Personal Qualities
Essential
- Professional, empathetic, flexible, reliable, committed to inclusion
Desirable
- Willingness to undertake further training
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).
