Team administrator

Employer Central and North West London NHS Foundation Trust

Employer type: NHS

Site: Bentley House

Town: Harrow

Salary: £31,081 - £33,665 per annum (pro rata P/T) inc HCAS

Salary period: Yearly

Closing: 02/04/2025 23:59

Team Administrator

NHS AfC: Band 4

Job Overview

An exciting opportunity has arisen for two part-time team administrators to join the Bentley House Community Health Hub. We are looking for enthusiastic and organised administrators to support the team to deliver a patient-focused service. You will need to be a motivated and flexible team player with excellent communication skills. Previous work experience in mental health would be desirable.

Main Duties of the Job

One post holder will be attached to the Psychotropic Clinic team, responsible for supporting the team with the general coordination of the clinic. One post holder will support the Psychology, Occupational Therapy, and Psychotherapy team and will work closely with the therapy leads.

For both roles, the duties include management of referrals and waiting lists on the electronic patient record SystmOne, processing letters, telephone calls, and minute taking. The post holders will also support their teams with audits and reviewing KPIs to prevent potential breaches. The post holders will be part of a wider admin team including referral coordinators, receptionists, and medical secretaries, who work as a team to provide nominal cover for general admin tasks when required.

Working for Our Organisation

Bentley House is proud to serve a diverse community in Harrow. The admin team is expanding a short walk from Harrow & Wealdstone station, with good transport links.

The successful applicant may have contact with patients or service users. As an NHS Trust, we strongly encourage and support vaccination as this remains the best way to protect yourself, your family, your colleagues, and of course patients and service users when working in our healthcare settings.

Detailed Job Description and Main Responsibilities

Please see attached Job Description and Person Specification for further details.

Duties of the Psychology, Occupational Therapy, Psychotherapy Admin Role Include the Following:

• Sending letters and forms to service users, carers, and GPs
• Receiving and making telephone calls
• Supporting the management of generic inboxes
• Managing spreadsheets (including KPIs)
• Supporting with SystmOne recording, uploading of documents
• Supporting management of waiting lists
• Managing room bookings for the team
• Attendance and minute taking for each specialism’s meetings
• Provide cover for general admin/reception as/when required
• Ordering of equipment

The Duties for the Admin Post for the Psychotropic Clinic Include Supporting with the Following:

• Supporting with coordination of referrals
• Managing the generic inbox
• Receiving and making telephone calls
• Appointment set up and reminders
• Sending clinic letters
• Recording and uploading of information onto SystmOne
• Support with managing non-attendance and cancellations
• Minute taking
• Ordering of equipment

Person Specification

Experience

• Work with people with mental health problems and/or other disabilities
• Experience working in a multidisciplinary team
• Experience of paid work in direct care provision
• Experience of working within an IAPT service

Skills

• Able to use Microsoft Office: Word, Excel, PowerPoint
• Able to communicate well in English, verbally and written
• Ability to communicate sensitive information to patients, carers, and colleagues in a way that addresses psychological resistance
• An understanding of the needs and difficulties of people with mental health problems or other disabilities
• An ability to apply existing psychological knowledge to a mental health context
• An understanding of psychology applied to health care
• High level of proficiency in working with databases such as Excel and designing spreadsheets and other tools for analysing and reviewing data
• Experience using microcomputers for databases or data analysis, especially SPSS for Windows
• Experience using Canva to create social media posts, digital adverts, and service-related leaflets

Training & Qualifications

• An upper second class honours degree or higher in psychology
• Entitlement to graduate membership of the British Psychological Society
• Further post-graduate training in relevant areas of professional psychology, mental health practice, and/or research design and analysis

Personal

• An ability to interact effectively with staff from all disciplines
• An ability to interact with people with mental health problems or disabilities
• Ability to work reliably and consistently with work agreed and supervised at regular intervals
• An interest in working with people with mental health problems or other disabilities

Other

• Ability to accept and use supervision appropriately and effectively
• A desire to explore a career in Professional Psychology, especially towards training as a qualified psychological wellbeing practitioner

CNWL (Central and North West London NHS Foundation Trust) has almost 8,000 staff providing integrated healthcare to a third of London's population, Milton Keynes, and areas beyond. We involve service users, carers, the public, staff, and partner organisations in the way that we are run.

Our catchment area spans diverse communities, with over 100 first languages spoken. It contains areas of great affluence as well as areas of much deprivation. We are committed to providing services that meet the needs of the people who use them, and we actively encourage involvement from local people who can help make a difference. We’re proud of our diversity and we continue to undertake new initiatives to advance equality for LGBT+, BME, and people with disabilities to promote good relations and understanding between our staff.

We offer a generous relocation package (subject to eligibility assessment) and flexible working options, including bank assignments for most roles. For more information on these and other benefits of working for us, see our Benefits, Reward, and Wellbeing page.

Become part of our team. We care for you as much as you care for others.

CNWL NHS Foundation Trust is committed to safeguarding all children and vulnerable adults and expects all staff and volunteers to share this commitment. We follow safe recruitment practices to protect children and vulnerable adults.

Due to the high response levels we receive for some vacancies, we may expire any of them prior to the advertised closing date and advise you to submit your application as soon as possible.

Our Agenda for Change employment contracts are subject to a contractual 13-week probationary period.

If you are offered a job, information will be transferred into the national NHS Electronic Staff Records system.

Employer Certification / Accreditation Badges

This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.

Contact Information

Name: Cleo Shalhoub

Job title: Team Manager

Email address: cleo.shalhoub@nhs.net

Telephone number: 07484023485

Additional information: Catherine Kwamya (Senior Administrator/Office Manager) - Catherine.kwamya@nhs.net / 0203 028 7150

If You Have Problems Applying, Contact

Address: Argo House, 180 Kilburn Park Road, London, NW6 5FA

Telephone: 02072669558