Team Administrator for HIV and Sexual Health Psychology
London, England, United Kingdom Full-time Posted 3 days ago
Job Overview
We are inviting applications from experienced administrators to join our HIV and Sexual Health Psychology Service.
The Team Administrator plays a central role in supporting the effective day-to-day running of the HIV and Sexual Health Psychology Service. This is a dynamic and varied post within a specialist service delivering psychological support to people living with HIV and other sexual health conditions.
Working closely with clinicians, service leads, and external partners, the postholder will provide high-quality administrative support to ensure smooth patient pathways, efficient coordination of referrals, and a positive experience for service users. The role involves handling sensitive and confidential information, managing clinical systems, and being a key point of contact for patients and professionals.
The administrator will contribute to a collaborative and innovative team culture, supporting ongoing service developments. Strong organisational skills, attention to detail, and the ability to communicate with empathy and professionalism are essential.
This role also includes working closely with the Head of Clinical Health Psychology to support the smooth running of the wider department.
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
Main duties of the job
Administrative coordination of referrals and patient pathways
Manage incoming referrals, maintain waiting lists, and support timely contact of patients.
Communication and first point of contact
Act as a key contact for patients, referrers, and external partners, handling enquiries with professionalism, sensitivity, and confidentiality.
Appointment and clinic management
Book, amend, and coordinate appointments and meetings.
Clinical systems and data management
Accurately input, update, and maintain patient records on electronic systems, supporting data quality and reporting requirements.
Support to clinicians and the wider team
Provide day‑to‑day administrative support including preparing documentation, coordinating meetings, and supporting clinical and service activities.
Information governance and confidentiality
Handle sensitive patient information in accordance with NHS and Trust policies, ensuring strict confidentiality at all times.
Service improvement and digital processes
Contribute to ongoing service developments, supporting efficiency and innovation.
Procurement and financial administration
Support procurement processes by using relevant systems to raise and track purchase orders, and ensure timely processing of invoices in line with Trust procedures.
General office and organisational duties
Maintain organised systems, manage correspondence, and ensure smooth running of administrative processes within the team.
Working for our organisation
The HIV and Sexual Health Psychology Service is a specialist and collaborative team within the Clinical Health Psychology Service. We comprise trainee and qualified Clinical Psychologists and work closely with multidisciplinary partners across HIV and sexual health services.
Working in our team offers the opportunity to be part of a supportive and innovative environment, where administrative staff play a valued and integral role in shaping patient pathways, contributing to service development, and supporting high-quality care delivery.
Detailed Job Description And Main Responsibilities
Please see attached job description and person specification for a detailed description of the main responsibilities.
Person specification
Education And Qualifications
Essential criteria
Essential criteria
Essential criteria
Essential criteria
We are inviting applications from experienced administrators to join our HIV and Sexual Health Psychology Service.
The Team Administrator plays a central role in supporting the effective day-to-day running of the HIV and Sexual Health Psychology Service. This is a dynamic and varied post within a specialist service delivering psychological support to people living with HIV and other sexual health conditions.
Working closely with clinicians, service leads, and external partners, the postholder will provide high-quality administrative support to ensure smooth patient pathways, efficient coordination of referrals, and a positive experience for service users. The role involves handling sensitive and confidential information, managing clinical systems, and being a key point of contact for patients and professionals.
The administrator will contribute to a collaborative and innovative team culture, supporting ongoing service developments. Strong organisational skills, attention to detail, and the ability to communicate with empathy and professionalism are essential.
This role also includes working closely with the Head of Clinical Health Psychology to support the smooth running of the wider department.
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
Main duties of the job
Administrative coordination of referrals and patient pathways
Manage incoming referrals, maintain waiting lists, and support timely contact of patients.
Communication and first point of contact
Act as a key contact for patients, referrers, and external partners, handling enquiries with professionalism, sensitivity, and confidentiality.
Appointment and clinic management
Book, amend, and coordinate appointments and meetings.
Clinical systems and data management
Accurately input, update, and maintain patient records on electronic systems, supporting data quality and reporting requirements.
Support to clinicians and the wider team
Provide day‑to‑day administrative support including preparing documentation, coordinating meetings, and supporting clinical and service activities.
Information governance and confidentiality
Handle sensitive patient information in accordance with NHS and Trust policies, ensuring strict confidentiality at all times.
Service improvement and digital processes
Contribute to ongoing service developments, supporting efficiency and innovation.
Procurement and financial administration
Support procurement processes by using relevant systems to raise and track purchase orders, and ensure timely processing of invoices in line with Trust procedures.
General office and organisational duties
Maintain organised systems, manage correspondence, and ensure smooth running of administrative processes within the team.
Working for our organisation
The HIV and Sexual Health Psychology Service is a specialist and collaborative team within the Clinical Health Psychology Service. We comprise trainee and qualified Clinical Psychologists and work closely with multidisciplinary partners across HIV and sexual health services.
Working in our team offers the opportunity to be part of a supportive and innovative environment, where administrative staff play a valued and integral role in shaping patient pathways, contributing to service development, and supporting high-quality care delivery.
Detailed Job Description And Main Responsibilities
Please see attached job description and person specification for a detailed description of the main responsibilities.
Person specification
Education And Qualifications
Essential criteria
- Educated to Diploma level or NVQ Level 3
- GCSE Maths & English (Grade C or above) or equivalent
Essential criteria
- Demonstrable previous administrative experience
- Experience of working as part of a team
- Experience of working in NHS or similar environment with daily contact with both professionals and members of the public
- Experience of managing competing demands and prioritising tasks
- Experience of working in a psychology, mental health or sexual health setting
- Experience of using SystmOne
- Experience of processing complex referrals
- Experience handling highly sensitive and confidential information
- Experience of speaking with and seeking support in relation to distressed service users
Essential criteria
- A comprehensive working knowledge of the use of Microsoft Office software including Word, Excel, Outlook Diary with ability to create and manage Excel spreadsheets
- Customer service and liaison skills
- Able to take and summarise minutes
- Good organisational skills and ability to work on own initiative
- Actively engages in supervision and professional development opportunities
- Ability to develop and implement systems and processes to increase service efficiency
- Awareness and knowledge of Health and Safety regulations
- Experience of using Microsoft 365, including SharePoint
Essential criteria
- 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 using own initiative and as part of a team
- Able to prioritise own workload
- 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
