Perinatal Team Administrator
Kensington, England, United Kingdom Full-time Posted 4 days ago
Job Overview
We are looking for an enthusiastic, motivated and dedicated part-time administrator who will enjoy challenges in doing a variety of tasks to join the Hillingdon Perinatal Community Mental Health based at Riverside Centre, Uxbridge. The post holder will be responsible to provide a full range of administrative support to the team. They will support the Operational Manager and the consultant psychiatrist to ensure that the service runs effectively and efficiently and that referrers, partners, service users and their families/carers experience a responsive and friendly service.
The post will be pivotal in providing administrative support to the team in the establishment of the ethos of the team and to the integration of Perinatal Mental Health and Maternity Services through the development and maintenance of good working relationships and collaborative partnerships with the inpatient and community maternity services.
The post holder will be required to work with minimum supervision and take the initiative in prioritising their workload to ensure service objectives and deadlines are met.
Main duties of the job
The Perinatal Team Administrator will provide administrative support to the local service. They will work 22.5 hours within service level standards to deliver an efficient and effective service; dealing with telephone and personal inquiries from patients, carers and members of the public, GPs and other healthcare professionals and statutory and non-statutory organisations.
The Team Administrator will provide non-clinical information and advice to patients and relatives within the boundaries of the role. They will also be taking accurate messages, timely responding appropriately and passing information on in the appropriate manner as well as escalating issues to clinical staff appropriately.
The post holder will provide administrative support to the team to assist in data collection, audits, research and service development. They will also provide the commissioners with regular evaluations of service activity and efficacy. Although the role and responsibilities have been outlined within this job description, it is important that the new post-holder is flexible, innovative and has a positive attitude to change as the service continues to develop.
Working for our organisation
Central and North West London NHS Foundation Trust (CNWL) delivers community perinatal mental health services in 5 boroughs; Brent, Harrow, Hillingdon, Kensington & Chelsea and Westminster. Our teams provide mental health support and services for women/birthing people and their families during pregnancy. In Hillingdon our integrated Perinatal mental health care services work alongside and facilitate referral/discharge pathways, treatment and ongoing community care from local psychiatric inpatient services, primary care services, social services, specialist secondary and tertiary care services, for working-age adults with severe and enduring, complex mental health conditions who need support and intervention.
The best candidate will be an administrator with significant previous administrative experience, and excellent interpersonal, organisational as well as IT database applications skills (such MS Office app MS Excel etc). Also, having the ability to multi-task and work proactively and independently as part of a team is essential. Previous NHS experience is desirable. The role will be critical in ensuring the smooth running of the team providing a high standard of support to a very busy Multiple Disciplinary Team
Detailed Job Description And Main Responsibilities
Please note: This vacancy does not meet the criteria for Skilled Worker sponsorship, unless you meet the criteria by temporary exemption from current changes to immigration rules put in force on 22/07/2025. “Separate provisions are applied to workers who have been sponsored and continuously held a Skilled Worker visa since prior to 04/04/2024."
As such, if you don’t meet the Transitional Provision (above) we are unable to consider your application unless you can provide documentary evidence of your right to work in the United Kingdom. If you believe you are eligible for sponsorship or already hold a valid right to work in the UK, please ensure you provide full details of your immigration status in the Pre-Screening Immigration section of your application form.
Please note role eligibility also depends on whether the role meets the salary threshold for the relevant occupational code (SOC CODE).
For further info please visit: Skilled Worker visa: Overview - GOV.UK
Administration Duties
To provide a welcoming and efficient reception service to all visitors
To deal with incoming telephone calls, and outgoing correspondence as appropriate, using judgment and discretion to ensure that items needing urgent attention are brought to the attention of relevant staff
To take clear and precise messages dealing with all queries as appropriate in a professional manner
To type correspondence as agreed by Operational Manager.
To photocopy and distribute information as requested by members of the team To prioritise own workload to ensure that deadlines are met
To organise and co-ordinate meetings including referral meetings and team meetings, appointments, training events and seminars on behalf of the team To prepare and distribute documents by copy or audio typing using Microsoft Office software (letters, memos, assessments and reports, discharge summaries, etc) ensuring that all policies and procedures are adhered to.
To Book medical reviews, Pre-Birth Plan meetings and other appointments with health professionals as necessary.
To organise requests for medical and other investigations/testing (blood tests, X-rays, etc) and ensure that results are available when required.
To ensure that all necessary documents are available on time for the clinical team to carry out their work effectively including the conveyance of documents from different sites. To attend meetings, take and distribute minutes and initiate agreed follow-up action as directed by the Operational manager and Senior Administrator
To support the production of information for professional visits
To prepare physical space and refreshments for visitors
To issue and maintain patient care files in line with CNWL Trust Care Records and care File Policies and carry out spot checks to ensure compliance
To scan all patient correspondence and all other patient-related information in a timely manner
To liaise with other Hospitals and Departments to obtain previous medical records when appropriate To support an annual audit of all care files, identify files that should be archived in line with CNWL Trust policy and ensure they are sorted, indexed and sent to central off-site storage To provide cover for other secretarial staff during absence as and when necessary.
To ensure that patient referral and contact data is collected from clinicians regularly.
To be responsible for the day-to-day management of the office and the development, implementation and maintenance of office practices and procedures.
To enter patient information details into the clinical system ensuring Trust and service deadlines are met
To support the Service manager using a clinical reporting system to produce data in relation to monitoring Mental Health Services Data Set (MHSDS), other key performance indicators, contractual requirements, supervision and data for team meetings
To manage shared folders to ensure all staff can easily access key documents and files
To develop PowerPoint presentations for meetings, seminars and training events (internal and external)
To competently use Supplies and NHS logistics online ordering systems as and when required
To communicate with patients – non-clinical advice and sensitive information Visitors/Public – Nonclinical advice and information Medical staff, clinical staff in the team – receives and provides information relating to Clients General Practitioners – receive and provides information relating to the clients Outside agencies – social services, voluntary organisations – receives and provides information relating to the service
To maintain up-to-date records on the patient system with regard to the client’s referral and discharge process.
To be able to respond to the development and maintenance of the relevant database systems for the recording and collating of the service activity to provide locally relevant information and regular reports to the Service Manager and other stakeholders within the specified time frame.
In order to streamline recruitment within the Trust, we reserve the right to close vacancies prior to the advertised closing date once we have received a sufficient number of applications.
Person specification
Education And Qualifications
Essential criteria
Essential criteria
Essential criteria
Essential criteria
Essential criteria
Essential criteria
We are looking for an enthusiastic, motivated and dedicated part-time administrator who will enjoy challenges in doing a variety of tasks to join the Hillingdon Perinatal Community Mental Health based at Riverside Centre, Uxbridge. The post holder will be responsible to provide a full range of administrative support to the team. They will support the Operational Manager and the consultant psychiatrist to ensure that the service runs effectively and efficiently and that referrers, partners, service users and their families/carers experience a responsive and friendly service.
The post will be pivotal in providing administrative support to the team in the establishment of the ethos of the team and to the integration of Perinatal Mental Health and Maternity Services through the development and maintenance of good working relationships and collaborative partnerships with the inpatient and community maternity services.
The post holder will be required to work with minimum supervision and take the initiative in prioritising their workload to ensure service objectives and deadlines are met.
Main duties of the job
The Perinatal Team Administrator will provide administrative support to the local service. They will work 22.5 hours within service level standards to deliver an efficient and effective service; dealing with telephone and personal inquiries from patients, carers and members of the public, GPs and other healthcare professionals and statutory and non-statutory organisations.
The Team Administrator will provide non-clinical information and advice to patients and relatives within the boundaries of the role. They will also be taking accurate messages, timely responding appropriately and passing information on in the appropriate manner as well as escalating issues to clinical staff appropriately.
The post holder will provide administrative support to the team to assist in data collection, audits, research and service development. They will also provide the commissioners with regular evaluations of service activity and efficacy. Although the role and responsibilities have been outlined within this job description, it is important that the new post-holder is flexible, innovative and has a positive attitude to change as the service continues to develop.
Working for our organisation
Central and North West London NHS Foundation Trust (CNWL) delivers community perinatal mental health services in 5 boroughs; Brent, Harrow, Hillingdon, Kensington & Chelsea and Westminster. Our teams provide mental health support and services for women/birthing people and their families during pregnancy. In Hillingdon our integrated Perinatal mental health care services work alongside and facilitate referral/discharge pathways, treatment and ongoing community care from local psychiatric inpatient services, primary care services, social services, specialist secondary and tertiary care services, for working-age adults with severe and enduring, complex mental health conditions who need support and intervention.
The best candidate will be an administrator with significant previous administrative experience, and excellent interpersonal, organisational as well as IT database applications skills (such MS Office app MS Excel etc). Also, having the ability to multi-task and work proactively and independently as part of a team is essential. Previous NHS experience is desirable. The role will be critical in ensuring the smooth running of the team providing a high standard of support to a very busy Multiple Disciplinary Team
Detailed Job Description And Main Responsibilities
Please note: This vacancy does not meet the criteria for Skilled Worker sponsorship, unless you meet the criteria by temporary exemption from current changes to immigration rules put in force on 22/07/2025. “Separate provisions are applied to workers who have been sponsored and continuously held a Skilled Worker visa since prior to 04/04/2024."
As such, if you don’t meet the Transitional Provision (above) we are unable to consider your application unless you can provide documentary evidence of your right to work in the United Kingdom. If you believe you are eligible for sponsorship or already hold a valid right to work in the UK, please ensure you provide full details of your immigration status in the Pre-Screening Immigration section of your application form.
Please note role eligibility also depends on whether the role meets the salary threshold for the relevant occupational code (SOC CODE).
For further info please visit: Skilled Worker visa: Overview - GOV.UK
Administration Duties
To provide a welcoming and efficient reception service to all visitors
To deal with incoming telephone calls, and outgoing correspondence as appropriate, using judgment and discretion to ensure that items needing urgent attention are brought to the attention of relevant staff
To take clear and precise messages dealing with all queries as appropriate in a professional manner
To type correspondence as agreed by Operational Manager.
To photocopy and distribute information as requested by members of the team To prioritise own workload to ensure that deadlines are met
To organise and co-ordinate meetings including referral meetings and team meetings, appointments, training events and seminars on behalf of the team To prepare and distribute documents by copy or audio typing using Microsoft Office software (letters, memos, assessments and reports, discharge summaries, etc) ensuring that all policies and procedures are adhered to.
To Book medical reviews, Pre-Birth Plan meetings and other appointments with health professionals as necessary.
To organise requests for medical and other investigations/testing (blood tests, X-rays, etc) and ensure that results are available when required.
To ensure that all necessary documents are available on time for the clinical team to carry out their work effectively including the conveyance of documents from different sites. To attend meetings, take and distribute minutes and initiate agreed follow-up action as directed by the Operational manager and Senior Administrator
To support the production of information for professional visits
To prepare physical space and refreshments for visitors
To issue and maintain patient care files in line with CNWL Trust Care Records and care File Policies and carry out spot checks to ensure compliance
To scan all patient correspondence and all other patient-related information in a timely manner
To liaise with other Hospitals and Departments to obtain previous medical records when appropriate To support an annual audit of all care files, identify files that should be archived in line with CNWL Trust policy and ensure they are sorted, indexed and sent to central off-site storage To provide cover for other secretarial staff during absence as and when necessary.
To ensure that patient referral and contact data is collected from clinicians regularly.
To be responsible for the day-to-day management of the office and the development, implementation and maintenance of office practices and procedures.
To enter patient information details into the clinical system ensuring Trust and service deadlines are met
To support the Service manager using a clinical reporting system to produce data in relation to monitoring Mental Health Services Data Set (MHSDS), other key performance indicators, contractual requirements, supervision and data for team meetings
To manage shared folders to ensure all staff can easily access key documents and files
To develop PowerPoint presentations for meetings, seminars and training events (internal and external)
To competently use Supplies and NHS logistics online ordering systems as and when required
To communicate with patients – non-clinical advice and sensitive information Visitors/Public – Nonclinical advice and information Medical staff, clinical staff in the team – receives and provides information relating to Clients General Practitioners – receive and provides information relating to the clients Outside agencies – social services, voluntary organisations – receives and provides information relating to the service
To maintain up-to-date records on the patient system with regard to the client’s referral and discharge process.
To be able to respond to the development and maintenance of the relevant database systems for the recording and collating of the service activity to provide locally relevant information and regular reports to the Service Manager and other stakeholders within the specified time frame.
In order to streamline recruitment within the Trust, we reserve the right to close vacancies prior to the advertised closing date once we have received a sufficient number of applications.
Person specification
Education And Qualifications
Essential criteria
- Educated to Diploma level or NVQ Level 3
- GCSE Maths & English (Grade C or above) or Equivalent
- European Computer Driving License (EDL) or equivalent Medical secretary course RAS
Essential criteria
- Demonstrable previous administrative experience
- Experience of working as part of a team
- Experience of working in NHS/SS or similar environment with day to day contact with both professionals and members of the general public for a significant period
- Experience of processing complex referrals
- Experience of working in a mental health setting
Essential criteria
- A comprehensive working knowledge of the use of Microsoft Office software – Word, Excel, Outlook Diary with ability to create and manage Excel spreadsheets
- Good organisational skills and ability to work on own initiative
- Able to take and summarise minutes
- Diary with ability to create and manage Excel spreadsheets
- Actively engages in supervision and professional development opportunities Excellent verbal and written communication skills
- Fast and accurate audio and copy typing skills
- Ability to develop and implement systems and processes to increase service efficiency
- Awareness and knowledge of Health and Safety regulations
- Knowledge of medical terminology
Essential criteria
- Able to treat service users with respect and dignity at all times, with a culturally sensitive approach
Essential criteria
- Understands and can apply confidentiality and information sharing policy and procedure
- The post holder must have the ability to understand, implement and promote the Equal
Essential criteria
- Able to work on own initiative and as part of a team
- Actively engages in supervision and professional development opportunities
- Willingness and ability to learn new skills and adapt I to change
