Team Administrator
London, England, United Kingdom Full-time Posted 1 week ago
Job Overview
The post holder will provide high-quality, responsive administrative support to consultants across inpatient wards at St Charles Mental Health Unit. This is a varied and fast-paced role, requiring the ability to manage competing priorities, exercise sound judgement, and work independently to support clinical activity effectively.
Responsibilities include managing communication and correspondence, coordinating meetings and preparing papers and minutes, maintaining accurate clinical documentation, and supporting data requests relating to patient activity. The role also involves liaison with a wide range of internal and external stakeholders, including clinical teams, partner organisations, and service users and carers.
In addition, the post holder will provide cover for the rota coordination function when required, helping to ensure continuity of medical staffing and the smooth running of the service. A professional, organised, and proactive approach is essential, along with the ability to handle sensitive information with discretion and maintain a consistently high standard of service.
Main duties of the job
The post holder will be required to deal with ever changing and conflicting priorities in ensuring that key and urgent deliverables are prioritised whilst not losing sight of other key areas of business.
To use one’s own initiative and problem solving to escalate and resolve such conflicting priorities taking into consideration the required objectives.
Undertake ad hoc work as and when needed.
Working for our organisation
We’re passionate about delivering first-class patient-centred, safe and effective care, whether it is in a hospital setting, in a community clinic or in the patient’s own home. Patients are at the heart of everything we do.
We’re always looking to recruit outstanding people who will go the extra mile to support our patients, colleagues, teams and the Trust. With every new employee we’re hoping to find our future leaders and we’ll support our staff by providing opportunities to develop your career.
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 held continuously 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
Detailed Job Description And Main Responsibilities
The post holder will be required to deal with ever changing and conflicting priorities in ensuring that key and urgent deliverables are prioritised whilst not losing sight of other key areas of business.
To use one’s own initiative and problem solving to escalate and resolve such conflicting priorities taking into consideration the required objectives.
Undertake ad hoc work as and when needed.
Develop and manage own administrative systems to ensure that they are effective and efficient and support the smooth running of Trust processes. Undertake administrative tasks as directed and commensurate with the role.
To maintain the office environment to a high standard.
Able to assess the importance and urgency of incoming correspondence (whether by telephone, e-mail or post).
E-mails are responded to in a professional and timely manner.
Providing a reliable administrative connection between patients, carers and staff ensuring messages are reliably received, documented and responded without instruction or communicated where necessary for feedback.
The post holder may view highly sensitive and confidential information and will be required to maintain high levels of confidentiality.
Upload clinical documentation to S1 on behalf of inpatient Consultant Psychiatrists at St Charles.
Upload medical reports, tribunal documentation, and other medicolegal documents to S1 patient notes in a timely and accurate manner.
Prepare and send clinical correspondence and complete relevant clinical and administrative forms on behalf of consultants.
Scan and index clinical documents onto S1 in accordance with information governance standards.
Take accurate minutes of Consultant meetings and circulate them as required, with timely distribution of agendas and supporting papers.
Liaise with the Mental Health Act Office and send reminders to Consultants regarding MHA expiry dates, tribunal dates, and related deadlines.
Transcribe minutes from video recordings when unable to attend Consultant meetings in person.
Book meeting rooms as requested by consultants and manage room availability.
Send calendar invites and meeting requests on behalf of consultants.
Order and procure stationery and other clinical or administrative supplies required for consultant activities in a timely and cost-effective manner.
Provide IT-related support to consultants, including ordering IT equipment, liaising with the IT helpdesk, and supporting the maintenance of IT equipment used by consultants.
Support the recording and monitoring of consultant annual leave, study leave, and sickness absence when required.
Provide medical rota support when the St Charles rota coordinator is on leave.
Co-ordinate and organise away days, workshops, briefings, hearings and any other events including food and refreshments.
Support data analysis by accessing patient systems and providing data on patient activity.
Person specification
Qualifications
Essential criteria
Essential criteria
Essential criteria
Essential criteria
The post holder will provide high-quality, responsive administrative support to consultants across inpatient wards at St Charles Mental Health Unit. This is a varied and fast-paced role, requiring the ability to manage competing priorities, exercise sound judgement, and work independently to support clinical activity effectively.
Responsibilities include managing communication and correspondence, coordinating meetings and preparing papers and minutes, maintaining accurate clinical documentation, and supporting data requests relating to patient activity. The role also involves liaison with a wide range of internal and external stakeholders, including clinical teams, partner organisations, and service users and carers.
In addition, the post holder will provide cover for the rota coordination function when required, helping to ensure continuity of medical staffing and the smooth running of the service. A professional, organised, and proactive approach is essential, along with the ability to handle sensitive information with discretion and maintain a consistently high standard of service.
Main duties of the job
The post holder will be required to deal with ever changing and conflicting priorities in ensuring that key and urgent deliverables are prioritised whilst not losing sight of other key areas of business.
To use one’s own initiative and problem solving to escalate and resolve such conflicting priorities taking into consideration the required objectives.
Undertake ad hoc work as and when needed.
Working for our organisation
We’re passionate about delivering first-class patient-centred, safe and effective care, whether it is in a hospital setting, in a community clinic or in the patient’s own home. Patients are at the heart of everything we do.
We’re always looking to recruit outstanding people who will go the extra mile to support our patients, colleagues, teams and the Trust. With every new employee we’re hoping to find our future leaders and we’ll support our staff by providing opportunities to develop your career.
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 held continuously 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
Detailed Job Description And Main Responsibilities
The post holder will be required to deal with ever changing and conflicting priorities in ensuring that key and urgent deliverables are prioritised whilst not losing sight of other key areas of business.
To use one’s own initiative and problem solving to escalate and resolve such conflicting priorities taking into consideration the required objectives.
Undertake ad hoc work as and when needed.
Develop and manage own administrative systems to ensure that they are effective and efficient and support the smooth running of Trust processes. Undertake administrative tasks as directed and commensurate with the role.
To maintain the office environment to a high standard.
Able to assess the importance and urgency of incoming correspondence (whether by telephone, e-mail or post).
E-mails are responded to in a professional and timely manner.
Providing a reliable administrative connection between patients, carers and staff ensuring messages are reliably received, documented and responded without instruction or communicated where necessary for feedback.
The post holder may view highly sensitive and confidential information and will be required to maintain high levels of confidentiality.
Upload clinical documentation to S1 on behalf of inpatient Consultant Psychiatrists at St Charles.
Upload medical reports, tribunal documentation, and other medicolegal documents to S1 patient notes in a timely and accurate manner.
Prepare and send clinical correspondence and complete relevant clinical and administrative forms on behalf of consultants.
Scan and index clinical documents onto S1 in accordance with information governance standards.
Take accurate minutes of Consultant meetings and circulate them as required, with timely distribution of agendas and supporting papers.
Liaise with the Mental Health Act Office and send reminders to Consultants regarding MHA expiry dates, tribunal dates, and related deadlines.
Transcribe minutes from video recordings when unable to attend Consultant meetings in person.
Book meeting rooms as requested by consultants and manage room availability.
Send calendar invites and meeting requests on behalf of consultants.
Order and procure stationery and other clinical or administrative supplies required for consultant activities in a timely and cost-effective manner.
Provide IT-related support to consultants, including ordering IT equipment, liaising with the IT helpdesk, and supporting the maintenance of IT equipment used by consultants.
Support the recording and monitoring of consultant annual leave, study leave, and sickness absence when required.
Provide medical rota support when the St Charles rota coordinator is on leave.
Co-ordinate and organise away days, workshops, briefings, hearings and any other events including food and refreshments.
Support data analysis by accessing patient systems and providing data on patient activity.
Person specification
Qualifications
Essential criteria
- GCSE - Grades A to C in core subjects or equivalent experience
Essential criteria
- Extensive administration experience
- Working with minimal supervision
- NHS Experience
- Previous experience of use of procurement systems
Essential criteria
- Advanced keyboard skills
- IT skills, including knowledge of Microsoft Office packages
- Ability to communicate clearly with internal and external stakeholders
- Ability to manage a variety of tasks concurrently
- Plan own workload
- Knowledge of the NHS
- Audio and touch-typing skills
Essential criteria
- To combine helpfulness & flexibility with an ability to be assertive when necessary.
- Ability to work under pressure and meet deadlines
