Team Administrator | South West London and St George's Mental Health NHS Trust

The post will be based across the Wandsworth and Sutton Education Wellbeing in Schools (EWS) service, providing administrative support to the wellbeing practitioners and the wider Mental Health Support Teams (MHST).Each clinical team works across a number of primary and secondary schools to provide mental health interventions to children and young people at an early intervention level.

The EWS administrative team is agrowing, proactive and vibrant team of five administrative staff, including an admin lead who coordinates and supervises the other administrators. They work together to ensure admin consistency across the boroughs and play a key role in the swift access to wellbeing support and treatment. Administrative support is fundamental for the smooth running of the EWS Teams and also plays a key role in helping us measure and monitor the impact and effectiveness of the work undertaken. We greatly value our administrators and the fantastic work they do.

There is an expectation to come to regular team or borough meetings as required. However, most work can be completed remotely and our admin staff spend on average four out of the five days a week working from home. There is also ample desk space in Springfield Hospital in Tooting or some of our schools bases where admin staff can work if preferred.

This is a full time NHS band 4 administrator role comprising of 37.5 hours per week.

We are looking for a responsible, reliable, enthusiastic administrator to join our evolving mental health in schools service. The successful candidate will have the opportunity to work with the CAMHS EWS Clinical Leads and wider teams to ensure the smooth running of this innovative and exciting service.

The role includes, but is not limited to: Opening and closing clinical cases on our electronic notes system; Sending out letters to families, GPs and schools; Phoning schools and parents for further information to complete referral data; Updating and organising referral spreadsheets; Booking rooms; Monitoring waiting times, mandatory training requirements and risk assessment adherence; Collating feedback from workshops.

Applicants will require

• Good previous experience in an administrative role, preferably in the NHS
• Experience with working with electronic note systems
• Strong organisational skills
• Good communication, responsiveness and reliability
• Willingness to work flexibly across tasks to meet the needs of the service
• Ability to complete work in a timely and
• Ability to use feedback and adapt accordingly
• Ability to work collaboratively with other admin colleagues and team leads
• Ability to work independently on tasks and meet key administrative performance targets

We are Proud to Belong at South West London and St George’s Mental Health NHS Trust.

We have expert services, a rich history and a clear commitment to providing the best quality care for those with mental ill-health. The Care Quality Commission already rates our services as ‘good’ - we aspire to be ‘outstanding’.

This is a great time to join us. We are transforming the way we care for our communities to support our mission of Making Life Better Together. We have built two brand new mental health facilities at Springfield University Hospital, which are amongst the best in the world. More developments are planned across our sites and services as we invest a further £120m to upgrade and modernise our estate by 2027.

We are inclusive and diverse and strive to be actively anti racist. We want to attract people from all backgrounds and experiences to enrich the work we do together.We are proud to co-produce and involve our local communities in all that we do.

We offer flexible working, career development and a variety of benefits to enable a positive, welcoming environment in which our people and their careers can thrive.

Come and join our inclusive teams and help our patients on their recovery journey.

About our location

Unless expressly stated in the job advert this role is not subject to sponsorship, please be advised that all offers of employment are subject to evidence of right to work in the UK.

Administrative

• To be responsible for ensuring the data on the required electronic patient care record or Local Authority systems, if required, is accurate and up to date. The post holder will review the Trust dashboard or extract routine data for the Trust and/or team members. To address and alert teams to errors and problems as they arise.
• To support team members in being able to access basic information held on My Dashboards and Pulse
• To ensure that all service users patients and visitors are received and spoken to in a courteous and efficient manner.
• To be responsible for ensuring referrals to the teams are processed efficiently. Responding to urgent referrals when necessary and making sure they are passed on appropriately
• To facilitate effective communication within the team by providing team members with messages and information.
• To ensure that all telephone enquiries to the team are handled politely and sympathetically, ensuring that all messages are passed on to the appropriate person in a timely and accurate manner which may often involve dealing with difficult and distressed patients on the phone or in person.
• To support the administration of multi-agency meetings, school cluster meetings, panels, Safeguarding Meetings and forums as required to attend, including the preparation/distribution of agendas and associated papers, formal minute taking and follow up actions and distribute these as appropriate.
• To manage the organisation for Empowering Parents Empowering Communities (EPEC) groups, including liaising with local authority providers to arrange crèche facilities; booking rooms; sending out letters and information; liaising with parents and group facilitators and any other duties required
• To maintain confidentiality at all times with the content of clinical letters and notes, multi-disciplinary meetings, panels and Safeguarding. Organise meetings including room bookings or video conferencing as required.
• Ensure that Admin related Trust KPIs are addressed through regular reports provided by the Team Manager. Co-ordinate all the support services provided to the team including domestic, catering, security, estates and to be the contact for maintenance issues.
• To be responsible for the ordering and purchasing of stationery and office supplies for staff as well as monitor and ensure that adequate levels of stationery supplies are maintained and distributed accordingly liaising with the Procurement Team regarding any problems.
• To support cashiers function in accordance with financial controls and procedures.
• To have the need for confidentiality of service users and professional information
• Photocopy/fax/scan/email as requested by other members of the team
• Provide admin support to the senior management team - invoicing, Travel (order/collection) and any other senior admin functions of a complex and sensitive nature.
• To implement Trust and team policies/procedures and propose changes to practices if necessary.

Secretarial

• To ensure that all correspondence and documents, such as assessment letters, discharge summaries and other documents are accurately and efficiently typed and dispatched according to priority.
• To ensure that computerised records of patient information are maintained and updated.
• To establish and maintain an effective filing system, including clinical files.
• To ensure that all post is opened, date stamped and distributed accordingly.
• To demonstrate initiative, diplomacy and tact when dealing with urgent referrals to the team (often at a point of crisis from other professionals)
• To be proficient and confident in the use of Microsoft packages including Word, Powerpoint, Excel

This advert closes on Wednesday 29 Apr 2026