Senior Team Administrator

Job overview

We are seeking a motivated and experienced Senior Team Administrator to join the Primary Care Mental Health Team (PCMHT) – Southwark North. This is a key role within a fast‑paced, multidisciplinary service supporting individuals with mental health needs. The post is fixed term to cover maternity leave until June 2027.

The successful candidate will provide high‑quality administrative support to clinicians and support staff, helping to ensure the smooth and effective running of the service and contributing to the delivery of excellent patient care.

This is a full‑time role, working Monday to Friday, 09:00–17:00, with one day per week working from home. On‑site attendance is required for induction, training, and ad hoc meetings, as directed by the Business Manager.

Applicants must clearly demonstrate in their application how they meet each of the essential criteria outlined in the person specification.

Please note: this post may close earlier than the advertised closing date if a high volume of applications is received.

Main duties of the job

• Provide proactive and comprehensive administrative support to a multidisciplinary team within a busy service.
• Act as the first point of contact for telephone, email, and face‑to‑face enquiries from service users, carers, GPs, and professionals, delivering a high standard of customer service in line with Trust values.
• Process referrals and clinical correspondence using the electronic Patient Journey System (ePJS); knowledge of ePJS and performance/activity targets is desirable.
• Support reception duties twice weekly and as required by the Business Manager.
• Assist with monthly health and safety checks and follow up on actions.
• Manage stock ordering and procurement of goods and services up to £500, including raising purchase orders and liaising with suppliers.
• Provide flexible administrative cover across the service as directed.

Person Requirements

• Excellent organisational, communication, and time‑management skills with strong attention to detail.
• Confident IT skills, including Microsoft Word and Excel, and experience working in a busy office environment.
• Able to work independently and as part of a team, managing competing priorities under pressure.
• Enthusiastic, motivated, and committed to delivering a high‑quality service and making a positive difference.

Detailed job description and main responsibilities

Administrative Support

• Provide proactive, comprehensive administrative support to clinicians and support staff within the multi‑professional team.
• Process clinical documentation, manage queries, and complete accurate data entry in line with service requirements.
• Maintain a daily routine of scanning documents onto the electronic system.

Communication & First Point of Contact

• Act as the first point of contact for telephone, email, and face‑to‑face enquiries from service users, carers, GPs, and other professionals.
• Screen and appropriately re‑route calls, take clear and concise messages, and deal with enquiries appropriate to the role.
• Deliver a professional, confidential, and high‑quality customer service aligned with Trust values and objectives.

Referral, Records & IT Systems

• Use the electronic Patient Journey System (ePJS) to manage referrals, correspondence, and clinical documentation.
• Develop and maintain effective data collection and administrative systems to support service delivery.
• Be proficient in the use of multiple IT systems relevant to the service.

Reception & Service Cover

• Provide reception cover twice weekly and as required.
• Work flexibly with other members of the administrative team to ensure service‑wide cover arrangements are maintained.
• Provide administrative cover across the service as directed by the Business Manager.

Organisation & Prioritisation

• Prioritise daily tasks and ongoing workloads to meet agreed timescales while maintaining quality standards.
• Manage multiple competing tasks within the working day and respond flexibly to unexpected pressures.
• Work autonomously using excellent organisational and prioritisation skills.

Meetings & Appointments

• Arrange appointments and meetings as required.
• Attend meetings and produce clear, accurate, and timely minutes.

Health, Safety & Service Environment

• Support the maintenance of the service environment, ensuring appropriate use of resources within set budget guidelines.
• Assist with monthly health and safety checks and follow up on agreed actions.
• Support and undertake roles related to First Aid, Fire Warden, and Health & Safety as required.
• Report and manage maintenance issues, repairs, and equipment faults, liaising with Estates and Facilities as necessary.

Procurement & Resources

• Manage stock ordering and procurement up to £500, including raising purchase orders and liaising with suppliers.
• Ensure effective use of resources in conjunction with other members of the administrative team.

Governance, Confidentiality & Professional Standards

• Maintain strict confidentiality at all times in accordance with Trust policies and the COT Code of Ethics and Professional Conduct.
• Exercise diplomacy, professionalism, and adherence to equality and confidentiality standards in all aspects of the role.
• Participate in training and development activities as required.

Additional Duties

• Undertake any other duties considered relevant to the role and appropriate to the banding of the post, as agreed with the Business Manager and/or Team Manager.