Band 4 Senior Service Administrator | South London and Maudsley NHS Foundation Trust

An exciting opportunity has arisen for an experienced, motivated and enthusiastic person to work as a Senior Service Administrator to support the Lewisham Community Mental Health Teams located in Deptford (London Borough of Lewisham).

The post holder will be part of an administrative team, responsible for providing a comprehensive administrative support to the multi-disciplinary clinical team and working closely with the Business Manager to ensure administrative processes are operating effectively and efficiently to required standards.

We are looking for a highly organized, efficient, flexible and proactive person with excellent communication skills to work in the busy team processing referrals and various administrative tasks, and who can balance work demands along with the changing needs of the service. The role requires the post holder to communicate with patients and visitors, and to develop collaborative working relationships with colleagues and external agencies.

The post holder must have an excellent telephone manner, good IT skills with experience using Microsoft Office packages (Work, Excel and Outlook) to produce letters/documents. Other tasks include, but not limited to, booking appointments, ordering of stationery, processing of post, scanning, photocopying, and various other tasks (see job description). You must be able to prioritise your workload, be effective at implementing good working practices as well as having a flexible and proactive approach to work, and will be required to cover colleagues when on leave.

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The Team

This is a multi-disciplinary team of mental health practitioners including psychiatrists, nurses, occupational therapists, psychologists, social workers, mental health advisors, employment specialists and support workers supporting people experiencing serious mental illness.

· Generous pay, pensions and leave,we offer a comprehensive pay, pensions and leave package which is dependent on the role and length of service.

· Work life balance, flexible working and support a range of flexible options, such as: part-time working and job sharing dependent upon job role.

· Career development, there are plenty of opportunities to progress your career and we support your development through a number of programmes such as mentoring, coaching, positive people management, collective leadership and other talent programmes

· Car lease, our staff benefits from competitive deals to lease cars

· NHS discounts, with discounts up to 10% from a variety of well-known retail brands though Health Service Discounts website.

See

Job Description for full details

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Administration

1. To provide professional and comprehensive administrative support to the multi-disciplinary team with regards the processing of referrals, arranging appointments, clinical documentation, managing queries and data entry to the patient databases using ePJS. Tasks include diary management for doctors, typing, preparing and formatting of correspondence and reports, photocopying, scanning, booking of interpreters, covering reception/switchboard (when required) and dealing with post. Screening and re-routing calls appropriate to request, taking clear & concise messages and dealing with general enquiries.

2. Ensure that all clinical letters and reports are typed and despatched promptly (within 72 hours). This will include generating letters in various formats, sending out to recipients via email or post and uploading to the patient database (ePJS).

3. To ensure daily tasks and on-going workloads are prioritised and completed within agreed timescales, managing multiple tasks within the working day, whilst maintaining quality standards.

4. Assist with the co-ordination of the day-to-day admin support for the service and development of administrative processes.

5. Data

Quality and Key Performance Indicators

Produce reports from database for monitoring of data quality of caseloads and circulate to clinical staff. Support the collection and updating of service specific information and activity to ensure required Key Performance indicators (KPI) are updated and accurate at all times. Assist the service with monitoring, updating and reporting any other service related activity data as required. .

6. Diary management– arranging appointments for doctors using Outlook calendar and liaising with patients, colleagues and outside agencies.

7.

Meetings

To arrange and attend service meetings. Produce clear and concise minutes and ensure minutes are distributed in a timely manner.

8.

Finance and Eprocurement

Process petty cash and mental health fund, ensuring all expenditure is authorised. Assist with the ordering of stationery and clinical supplies and be responsible for the following up of orders to ensure delivery and correct receipt of stock, as required.

9.

Eroster

Assist with the inputting of staff leave and absences on Eroster, and prepare for end of month finalization for Payroll.

10.

Environment

To support the maintenance of the service environment. Assist with the management and reporting of building maintenance, repair of equipment, faults of works, and liaise with estates and facilities regarding these issues.

11.

Health and Safety

Support the service in its compliance with all Health and Safety checklists. This is including but not limited to environment and fire safety checklists, first aid, panic alarm testing etc. Assist with the Health and Safety induction of new and temporary staff and maintaining local induction packs.

12. In conjunction with the Team Manager/Business Manager, to complete various Risk Assessments as appropriate using the AssessNET system.

13. To escalate Health & Safety issues via the appropriate channels.

14. To be proficient in Microsoft Office applications (Word, Excel and Powerpoint) to support service delivery. To be able to work autonomously using excellent prioritisation to respond flexibly to competing demands and unexpected pressures.

15. Ensure Confidentiality of information is always maintained in accordance with Trust policies.

Service Requirements

1. To undertake any other duties as required for the service by the Business Manager and/or Team Manager.

2. In conjunction with other members of the admin team, support the service wide cover to work in a flexible and open manner, in line with the needs of the service. This includes the cover of switchboard/reception during periods of annual leave or other absences, and assisting daily with telephone calls.

3. Will be required to cover the Neighbourhood 1 Senior Service Administrators during times of annual leave or other absence. This will include processing referrals and daily administrative tasks in relation to this role using the patient database (ePJS).

3. Will be required to be trained as a nominated Fire Warden.

4. To deliver a high standard of customer care, representative of the service and the overall Trusts objectives and commitments. Exercise diplomacy and professionalism, confidentiality and equality standards in accordance with all Trust policies.

This advert closes on Monday 1 Jun 2026