Service Administrator | South London and Maudsley NHS Foundation Trust

This role presents an exciting opportunity for an Administrator to join our specialist, multi-disciplinary team.The Neuropsychiatry Neurorehab Outpatient Service provides specialist assessment and treatment for people withfunctional neurological disorders (FND) and also people suffering with the psychiatric complications of neurological and neurosurgical disorders, including epilepsy, Parkinson’s, memory disorders, brain tumours etc.

Maintaining close links with the Institute of Psychiatry, Psychology and Neuroscience (IOPPN), our team of Psychiatrists, CBT Therapists, Physiotherapists and Neurologists offer specialist assessments and evidence-based, patient-centred treatment options in the outpatient department of the Maudsley Hospital.

The successful candidate will be responsible for the provision of a high quality administrative service to the multidisciplinary team. This includes booking assessments for service users, the upkeep of appointments and outcomes on the electronic patient journey system, telephone liaison with service users, diary management of the clinical staff, arranging transportation for service users, etc.

We are committed to supporting staff in their career aspirations. We have career pathways available where you will be able to develop your skills and build on your experience to progress into other roles across different specialties.

• Formatting letters, reports and discharge summaries using Microsoft Word.
• Dealing with queries from visitors and telephone callers, ensuring messages are delivered accurately and efficiently.
• Provide administrative support to members of the Neuropsychiatry team.
• Using the digital dictation service to access clinicians completed letters which may require formatting prior to sending.
• Be the point of contact for appointments in the service.
• Maintain a record of those who have attended or missed appointments.
• Ensure all clinics remain fully booked ahead of time, meeting service targets.
• Maintain upkeep of clinical activity onto the Trust database.
• Processing referrals.
• Booking transport for service users where necessary.
• Undertaking and recording Health & Safety checks and Fire Warden checks within the department.
• Reporting any deficiencies in the unit environment to Estates & Facilities Department.
• Dealing with deliveries to the unit.
• Processing orders for stationery and equipment as required.
• Ensure mandatory training is completed and updated on time.
• Participation in supervision and appraisal meetings.

You would be working day-to-day as part of a dedicated team of professionals based at the Maudsley Hospital Outpatient Department.The team is made up of Neuropsychiatrists, Cognitive Behavioural Therapists, Neurologists, Psychologists, a Physiotherapist, and a team of Service Administrators (including this post). You would also be joining the wider Neuropsychiatry Service which, in addition to the Outpatient Service, includes an intensive day programme (the FiND Service located at the Bethlem Royal Hospital in Beckenham) and an inpatient unit (the Lishman Unit based at the Maudsley Hospital).

The Maudsley Hospital is located at Denmark Hill, less than 5 minutes from the train station (zone 2) and is within walking distance from the beautiful green spaces of Ruskin Park and the vibrant high-street that offers great shopping opportunities and a wide range of restaurants.

Job Title

Service Administrator

Grade

AfC Band 4

Hours

37.5 per week

Department

Neuropsychiatry Neurorehab Outpatient Service

Location

Maudsley Hospital

Reports to

Contracts & Admin Support Manager

The post-holder will be responsible for the provision of a high quality administrative service to the multidisciplinary team.

The post holder will need to be able to prioritise their workload and use their own initiative when dealing with queries from health care professionals and members of the public, promoting the professional and caring image of the service.

The candidate will need to have the capability to work under their own initiative and also enjoy working as part of a team. They should possess good communication, interpersonal and organisational skills, with a flexible approach to work.

They will provide a professional service for our service users, supporting clinicians in their day-to-day work. The post holder will ensure service users are registered onto the Trust’s electronic patient journey system and that appointments are organised and communicated to the service user. The post holder will be dealing with all post into and out of the department and ensure paperwork is scanned and recorded promptly.

Above all we are looking for a keen and enthusiastic individual who can show determination and commitment in the role.

Communications and Working Relationships

Multidisciplinary Team Daily

Administration Manager Daily

Service users/families/Carers Daily

GPs/Primary Care Services Daily

Clinical Service Manager As required

Key Responsibilities

1) To be able to format using Word – letters, reports and discharge summaries.

2) To deal professionally with queries from visitors and telephone callers, ensuring messages are delivered accurately and efficiently. Resolve local issues and use initiative to take follow-up action when appropriate.

3) To provide administrative support to members of the Neuropsychiatry team. This will include using the digital dictation service to access clinicians’ completed letters which may require formatting prior to being sent out. This must be completed within specified timeframes.

4) Be the point of contact for appointments in the Neuropsychiatry Outpatient Service, maintain a record of those who have attended or missed appointments. Ensuring all clinics remain fully booked ahead of time, meeting service targets. To ensure the timely recording, updating and accuracy of clinical activity entered onto the Trust’s database and that quality standards are achieved for all service user records.

5) Process referrals on receipt ensuring they are checked in SPINE and put onto the Trusts system on the day of arrival.

6) Booking service user transport when necessary, ensuring proof of income is provided for the reimbursement of travelling expenses.

7) Responsible for health & safety issues within the department by ensuring bi-monthly environment checks are completed and registered and the Fire Warden checks are conducted monthly. To report any issues to Estates & Facilities via their online system.

8) To deal with deliveries to the team and to ensure such deliveries are signed for by the appropriate member of staff. Process orders for stationery and equipment as required from electronic procurement system with authorisation from a senior colleague.

9) To undertake training and development in line with the responsibilities of the post and ensure mandatory training is completed and updated on time. To participate in supervision and appraisal meetings.

10) To work in a flexible and open manner in line with the needs of the service. To be conscientious, self-motivated and punctual with the ability to work to deadlines.

11) To provide professional line management to Assistant Service Administrator (Band 2/3)

The Trust encourages and welcomes applications from people with lived experience of mental health challenges. We see this as valuable and recognise the positive impact this experience can have on the work we do.

This advert closes on Tuesday 22 Sep 2026