Secretary/Team Administrator | West London NHS Trust

This is an interesting and varied position. The role is challenging and rewarding, requiring a balance between teamwork and using initiative. Applicants for this Band 4 Team Administrator role (Fixed Term 1 year) should be organised, reliable, self-motivated, and have prior experience in administrative roles, ideally within a mental health setting (or similar person-facing roles). Good time management and the ability to prioritise tasks are essential, as is having good attention to detail. The successful candidate will need to deal sensitively with people who may be distressed. If you are a reliable, outgoing professional who enjoys interacting with people at all levels and wants to support the healthcare sector and a growing practice, you may be the right candidate for this role. We would like to encourage applicants from a range of diverse backgrounds and experiences.

The post sits within the Ealing CAMHS Learning and Disabilities Team, which is a friendly, supportive, hardworking and well-respected team based at Armstrong Way in Ealing.

Responsibilities:

• To provide a full range of admin support to the team, e.g. sorting and dealing with correspondence, filing, photocopying, typing, archiving, referral tracking, etc.
• To audio or copy type and proofread letters, memos, notes and reports and ensure they are directed to the appropriate departments, GPs or other organisations within agreed timescales.
• To draft/send responses to correspondence, after appropriate approval.
• To maintain waiting lists, team patient lists and referral information as appropriate.
• To arrange meetings and assist with locally held training events or workshops (e.g. room bookings, hospitality, IT equipment).
• To assist in producing agendas, minutes and papers for meetings in a timely manner.
• To support the production of presentations using PowerPoint or other software when required.
• To take minutes at meetings, transcribe and distribute as required.
• To provide admin support for investigations (complaints, incidents, audits, surveys and projects) to meet specified timescales.
• To provide accurate up-to-date statistics for own area in a timely manner for regular reports or ad-hoc requests, with the support of the supervisor/line manager when necessary (e.g. DNAs – Did Not Attend – for appointments, waiting list data).
• To appropriately enter and retrieve data using paper or computer systems when dealing with appointments, bookings, referrals, health assessments, out of borough, child records or similar.

About the Trust:

West London NHS Trust is one of the most diverse healthcare providers in the UK, delivering a range of mental health and physical healthcare and community services. The Trust runs Broadmoor Hospital, one of three high secure hospitals in the country, with an international reputation. Our high secure services care for patients from South of England and we provide low and medium secure services across eight London boroughs. The Trust also provides mental and physical healthcare in three London boroughs (Ealing, Hounslow and Hammersmith & Fulham). We employ 4,500 staff, of whom 56% are BME. Our turnover for 2023-24 is £426m. The Trust is rated as ‘Good’ overall by the Care Quality Commission, with Forensic services rated as ‘Outstanding’. The Trust is an established partner in the development of the evolving North West London Integrated Care System and the Integrated Care Board, and leads the NW London Children and Adolescent Mental Health provider collaborative.