Team administrator

Job overview

Community Independence Service in Westminster is looking for a highly organised and proactive Team Administrator  to provide comprehensive and efficient administrative support to our team. This is an office based key role that ensures the smooth day-to-day running of operations, supporting colleagues and contributing to efficient service delivery.

The postholder will be required to support the Borough Lead and Pathway Leads with varying ad hoc administrative tasks and the implementation of service improvements.

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

Previous applicants within the last 3 months, no need to apply

Main duties of the job

Provide comprehensive administrative support to the Westminster CIS Service, including assisting the Borough Lead and Pathway Leads. The role involves advanced use of IT systems, coordinating meetings and events, managing communications, and maintaining records to a high standard.

Responsibilities include supervising junior administrative staff, supporting recruitment and onboarding processes, and ensuring efficient handling of enquiries, correspondence, and shared inboxes. The post holder will liaise with internal and external stakeholders, organise meetings and minute-taking, and assist with projects, audits, and service needs at short notice.

The role requires effective prioritisation of tasks, maintaining confidentiality, managing supplies, and demonstrating a flexible, professional approach aligned with Trust values, alongside a commitment to ongoing personal development.

Detailed job description and main responsibilities

The post will be supervised and the post holder will liaise closely with other administration staff within the service (across the Tri-borough), other administrators from other areas across the Trust and external agencies as required.

Provide comprehensive and efficient administrative support the Westminster’s CIS Service.

To support the Borough Lead and Pathway Leads as required.

To provide advanced knowledge of a range of IT applications including MS Teams, Word, Excel and PowerPoint, amongst others.

Supervise, mentor and oversee junior administrative colleague.

To provide support with team recruitment processes where required.

To support with setting up and induction of new starters; new starter forms, induction meetings etc.

To provide adequate administrative support to additional requirements the service may require at short notice.

To organise meetings/committees, ensuring that agendas and papers are distributed in a timely manner and venues are booked.

To minute meetings/committees as required.

To organise away days or team meetings, special events, as necessary, taking responsibility for all aspects of this.

To deal with telephone calls and accurately record and pass messages as appropriate, presenting a welcoming and professional image for the service and Trust, using discretion in re-directing calls as appropriate.

To manage the team’s distribution lists and shared mail boxes.

To liaise effectively with managers/other NHS professionals and with all internal and external parties.

To circulate documentation/material in an effective and rapid manner using the communications network for staff.

To ensure all work is completed to a high standard and in a timely manner, and that confidentiality is maintained at all times.

To support with team projects as required.

To provide general support as required within the CIS and to assist/support/cover other CIS administrative staff and cover their meetings where required, including diary management, minute-taking and organising meetings.

The post holder will be expected to familiarise themselves and comply with all personnel policies and procedures.

To manage and prioritise conflicting tasks and responsibilities.

To maintain a flexible, positive and professional attitude in line with CNWL’s Trust Values and Expected Standards of Behaviour at Work policy.

To take responsibility for your own learning and development and attend relevant courses and conferences in agreement with the Head of CIS.

To ensure clinical /office supplies are managed and ordered as required.

Support with service projects and audits as required

The in person interviews will take place on 22nd July 2026.