Team Administrator | South London and Maudsley NHS Foundation Trust

The OPTIMA Mood Disorders Service is an outpatient treatment service for people with bipolar affective disorder. The service aims to reduce the risk of recurrence and readmission to hospital and is currently open to Lambeth, Southwark and Lewisham service users. OPTIMA is a small multi-disciplinary service, which offers individual, and group programmes focussed on relapse prevention and recovery.

An exciting vacancy has arisen for a part time Band 4 Team administrator to provide a professional, efficient and effective administrative service to the team. The post holder will be the first point of contact for colleagues, service users and family/carers and will play an important role in organising outpatient clinics in person and on Teams, input data on the trust clinical database, and be able to prioritise and manage admin tasks on a daily basis.

We are looking for confident and enthusiastic person who enjoys working as part of a small friendly team with a good telephone manner and excellent organisational skills. The role will be a job share with the current OPTIMA Team Administrator.

Job Purpose

To provide a high quality administrative and secretarial service to the team, enabling the team to operate efficiently and effectively.

To be the first point of contact for colleagues, patients, families/carers and ensure good patient experience and a positive image of the service

To manage and oversee the administrative component of the Trust patient database including inputting referral and patient information, monitoring and updating operational data quality.

About South London and Maudsley

South London and Maudsley NHS Foundation Trust (SLaM) provide the widest range of NHS mental health services in the UK as well as substance misuse services for people who are addicted to drugs and alcohol. We work closely with the Institute of Psychiatry, Psychology and Neuroscience (IoPPN), King's College London and are part of King's Health Partners Academic Health Sciences Centre. There are very few organisations in the world that have such wide-ranging capabilities working with mental illness. Our scope is unique because it is built on three major foundations: care and treatment, science and research, and training.

SLaM employ around 5000 staff and serve a local population of 1.1 million people. We have more than 230 services including inpatient wards, outpatient and community services. Currently, provide inpatient care for approximately 5,300 people each year and treat more than 45,000 patients in the community in Croydon, Lambeth, Lewisham and Southwark; as well as substance misuse services for residents of Bexley, Bromley and Greenwich.

Key Responsibilities

1. To provide a professional and confidential administrative service, to include audio/copy typing, preparing correspondence, proof reading documents, photocopying, filing, scanning, dealing with post, having access to team outlook calendars

2. To implement and maintain and overall management system of paper and electronic media for the office

3. To manage emails and telephone calls and enquiries to the service, take clear concise messages and assist people with a helpful, diplomatic and tactful manner

4. To work autonomously to ensure daily tasks and ongoing workloads are prioritised and completed within agreed timescales. Manage multiple tasks within the working day whilst maintaining quality standards.

5. To arrange appointments and meetings as required for the team including the psychiatric weekly clinics using Microsoft office Teams or in person clinics. To organise booking of interpreting services and translation of correspondence where appropriate. To attend Team meetings and record discussions/outcomes on epjs or internal systems

6. Order stationary and be responsible for follow up of orders to ensure delivery and correct receipt of stock for the team as required.

7. Support new staff, ensuring access to Digital Services and the relevant Trust Policies.

8. To contact Trust Estates and Facilities Department to report any faults or work that needs to be undertaken.

9. To arrange administrative cover for annual leave periods

1. To undertake any other reasonable duties as negotiated with the Administration and/or Clinical Manager.

2. To input data onto the electronic patient record system (epjs), registering patients, inputting KPI ( Key performance indicators), scanning and uploading documentation. To work closely with the Business Manager to monitor the processing of data and information, and check performance reports to ensure data quality of epjs records.

3. To ensure all of your required mandatory training is up to date

4. To complete the eRoster for the team. To manage petty cash

5. To undertake the monthly Health and Safety Inspection Checklist and Fire Warden checklist in liaison with the Business Manager. To be one of the Fire Wardens. To escalate Health & Safety Issues via the appropriate channels. To report all maintenance issues and ensure timely completion, following up when required. To ensure arrangements are in place for adherence to Health and Safety legislation and requirements on behalf of the Trust and integrated services.

6. To ensure compliance with agreed infection control policies and procedures, ensure all staff are aware of, and comply with IC within their own role, including adherence to prevention of infection. To be responsible for ensuring completion of all required Health and Safety assessments and documentation.

7. To be responsible for ensuring any communications are cascaded appropriately and in a timely way within the service, including sensitive and confidential information.

8. To receive regular supervision and appraisal of work performance. To undertake training and development as required in line with the responsibilities of the post and Trust policy and any other relevant training courses as agreed with the Business Manager.

This advert closes on Tuesday 22 Sep 2026