Administrative Assistant

Job overview

South West London and St George's Mental Health NHS Trust has a rich history, well-established community links and an international reputation. We provide a full range of local mental health services to the Kingston, Merton, Richmond, Sutton and Wandsworth London boroughs, as well as specialist forensic mental health services, including high secure services, at Springfield Hospital.

We take pride in providing specialist care to our service users where our Trust values; being consistent, compassionate, collaborative, respectful and open is at the heart of everything we do. When you join us, you’ll be part of something special – an innovative and rapidly growing organisation that is helping to redefine the Mental Health, education and social care landscape in the UK.

About the team:

We are seeking an experienced Administrator to provide Secretarial/admin support to the Wandsworth IRH’s. The post is 5 days a week, 37.5hrs, Mon-Friday.

About the location:

Springfield Hospital.

Trinity Building – 15 Springfield Drive – SW17 0YF

Local bus routes G1 and 315

Closest station Tooting Bec

Main duties of the job

The post will be working with the Wandsworth Integrated Recovery Hubs (IRH). Admin tasks to include using computerised information systems (RiO), collating statistics and returns as required by the Trust and Local Authority, processing medical correspondence, booking appointments, developing and maintaining filing systems, being the first point of contact for patients, relatives/carers and other professionals service queries. To be responsible for ensuring referrals to the team are processed efficiently.

The post will be part of an administration team that exists to provide an important administrative and Outpatient service to mental health teams to ensure the smooth running of those services. This is to include using computerised information systems, collating statistics and returns as required by the Trust and Local Authority, word-processing, developing, maintaining filing systems and being the first point of contact for patients, relatives/carers and other professionals.

Detailed job description and main responsibilities

To be responsible for ensuring the data on the required electronic patient care record or Local Authority systems, if required, is accurate and up to date. The post holder will review the Trust dashboard for team members. To address and alert teams to errors and problems as they arise.

To support team members in being able to access basic information held on My Dashboards

To ensure that all service users’ patients and visitors are received in a courteous and efficient manner.

To facilitate effective communication within the team by providing team members with messages and information.

To ensure that all telephone enquiries to the team are handled politely and sympathetically, ensuring that all messages are passed on to the appropriate person in a timely and accurate manner which may often involve dealing with difficult and distressed patients on the phone or in person

To support the administration of team meetings by recording meeting actions, meeting preparation to include distribution of agendas and associated papers and follow up actions and distribute these as appropriate.

Organise meetings including room bookings or video conferencing were possible and as required.

Ensure that administration related Trust KPIs are addressed through regular reports provided by the Team Manager.

To liaise with the Administration Team Manager on matters relating to building maintenance issues and where appropriate co-ordinate all the support services provided to the team including domestic, catering, security, estates etc.

Use of Artificial Intelligence (AI) in job applications

If you have used AI to support the preparation of your application, please briefly indicate how it was used within your supporting statement or application form.

Please remember, your application is your opportunity to tell us about your skills, experience and motivation for the role. We encourage applicants to complete their application and supporting statement in their own words wherever possible. We recognise that AI tools can be helpful in supporting accessibility, and for improving spelling, grammar and structure.

Applications that rely heavily on AI-generated content can become generic and fail to accurately reflect an applicant's individual experience. Applications that clearly demonstrate your own voice, reflections and experiences are often the most effective and help us better understand your suitability for the role.

Please be aware that information provided in your application and supporting statement may be explored further during the selection process. It is important that all applications accurately represent your own knowledge, skills and experience.

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.