Team Administrator

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West London NHS Trust Team Administrator

The closing date is 09 November 2026

Apply for this job

Job summary

Are you an experienced, motivated administrator ready to take the next step in your NHS career?

We're looking for proactive, organised and confident individuals to join our busy and supportive MINT Teams.

As a Senior Team Administrator, you will play a key role in ensuring the smooth running of clinical and operational activity. We are seeking candidates with strong administrative experience and a passion for delivering high-quality support.

We're looking for people who can demonstrate:

o Confident organisation and minuting of meetings, with the ability to track and follow up actions

o Experience using NHS EPR systems such as SystmOne, Rio or Iaptus

o Previous support to medical clinics, including (but not limited to): MH forms, appointment setup and reminders, and updating patient electronic records

o Strong IT skills, particularly in Microsoft Office, and confidence working with data

o Excellent written and verbal communication skills when liaising with colleagues, professionals and patients

Please note shortlisted candidates will be required to undertake an assessment session. These assessments will be based on tasks you can reasonably be expected to undertake as part of the role. Only those candidates who pass the assessment stage will be invited to interview.

Main duties of the job

To provide a high quality administrative service to a multi-disciplinary team

1.2 Within a team framework provide a high quality comprehensive support function ensuring effective standards of quality and equality to team of workers, including an effective responsive reception service to callers to office.

1.3 To provide an effective and efficient quality word processing support service, utilising software including Microsoft packages. And to carry out audio-transcriptions.

1.4 To support the team with all administrative tasks around team meetings including CIG meetings (diary management/minute taking/action logs)

1.5 To be responsible for initiating, developing and maintaining client record systems ensuring all of the statutory and organisational requirements for their maintenance, safekeeping and disposal are adhered to at all times.

1.6 To be responsible for the day to day processing of an effective and sensitive customer service when dealing with direct contact with Service Users, telephone calls and correspondence, (some patients may be emotionally vulnerable/distressed. Receiving and recording accurate and concise messages, ensuring messages are forwarded on appropriately and timely.

1.7 To maintain information system detailing the whereabouts of department members during working day, relaying details appropriately and timely.

1.8 To be responsible for the minuting and typing of minutes

About us

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 over 5,000 staff, of whom 59% are BME. Our turnover for 2024-25 is over £500m.

The Trust is rated as 'Good' overallby the Care Quality Commission. Forensic services are rated as 'Outstanding'.

The Trust is an established partner and contributor in the development of the evolving North West London Integrated Care System and the Integrated Care Board. The Trust leads the NW London Children and Adolescent Mental Health provider collaborative.

Details

Date posted

02 November 2026

Pay scheme

Agenda for change

Band

Band 4

Salary

£33,262 to £36,027 a year per annum inclusive of 15% HCAS

Contract

Permanent

Working pattern

Full-time

Reference number

222-HOU-293

Job locations

Hounslow Central MINT

729 London Road

London

TW3 1SE

United Kingdom

Job description

Job responsibilities

The Candidate Pack provides an overview of the key tasks and responsibilities of the role, and the person specification outlines the qualifications, skills, experience and knowledge required. Please view as attached

The person specification below is not the full person specification, but outlines the criteria against which your application form will be assessed

Job description

Job responsibilities

The Candidate Pack provides an overview of the key tasks and responsibilities of the role, and the person specification outlines the qualifications, skills, experience and knowledge required. Please view as attached

The person specification below is not the full person specification, but outlines the criteria against which your application form will be assessed

Person Specification

Qualifications

Essential

• Good standard of general education including English and Maths
• Evidence of personal development

Desirable

• NVQ

Experience

Essential

• Experience of Administration/Secretarial / Reception work
• Experience of Data entry
• Experience of arranging and supporting meetings
• Experience of Filing and Photocopying
• Demonstrated ability to develop positive relationships with people
• Demonstrated ability to work within and show understanding of equal opportunities.

Desirable

• Working in a Mental Health setting.
• Experience of patient record systems/databases
• Supervising staff
• Working in a team.

Knowledge

Essential

• Confidentiality
• Data Protection Act
• A range of secretarial processes / Admin procedures
• Knowledge of Health and Safety at Work
• Knowledge of Microsoft Word, Excel and PowerPoint
• Knowledge of Equal Opportunities and Diversity

Desirable

• Understanding of mental health issues
• Producing activity reports

Skills

Essential

• Excellent written and verbal communication skills
• Ability to work autonomously within a team and with other disciplines.
• Able to deal with staff, visitors and clients in a professional, courteous and helpful manner
• Accurate data entry skills
• Accurate minute taking skills
• Ability to work under pressure as part of a team or independently
• Ability to work collaboratively and in partnership with other managers, professions and agencies.
• Able to organise and prioritise work
• Able to exercise discretion and maintain confidentiality at all times.

Desirable

• Database skills (Microsoft Access)
• Advanced Excel skills
• Microsoft PowerPoint
• Trained in the use of electronic patient record system

Other Requirements

Essential

• Self-motivated
• A flexible, enthusiastic and mature attitude.
• Adaptable to change.
• Committed to team/service development and able to promote a positive image of the Service.
• Enthusiastic and willing to learn
• Professional presentation/standard of work

Desirable

• Ability to learn new skills
• Team player
• Methodical approach to tasks.

Person Specification

Qualifications

Essential

• Good standard of general education including English and Maths
• Evidence of personal development

Desirable

• NVQ

Experience

Essential

• Experience of Administration/Secretarial / Reception work
• Experience of Data entry
• Experience of arranging and supporting meetings
• Experience of Filing and Photocopying
• Demonstrated ability to develop positive relationships with people
• Demonstrated ability to work within and show understanding of equal opportunities.

Desirable

• Working in a Mental Health setting.
• Experience of patient record systems/databases
• Supervising staff
• Working in a team.

Knowledge

Essential

• Confidentiality
• Data Protection Act
• A range of secretarial processes / Admin procedures
• Knowledge of Health and Safety at Work
• Knowledge of Microsoft Word, Excel and PowerPoint
• Knowledge of Equal Opportunities and Diversity

Desirable

• Understanding of mental health issues
• Producing activity reports

Skills

Essential

• Excellent written and verbal communication skills
• Ability to work autonomously within a team and with other disciplines.
• Able to deal with staff, visitors and clients in a professional, courteous and helpful manner
• Accurate data entry skills
• Accurate minute taking skills
• Ability to work under pressure as part of a team or independently
• Ability to work collaboratively and in partnership with other managers, professions and agencies.
• Able to organise and prioritise work
• Able to exercise discretion and maintain confidentiality at all times.

Desirable

• Database skills (Microsoft Access)
• Advanced Excel skills
• Microsoft PowerPoint
• Trained in the use of electronic patient record system

Other Requirements

Essential

• Self-motivated
• A flexible, enthusiastic and mature attitude.
• Adaptable to change.
• Committed to team/service development and able to promote a positive image of the Service.
• Enthusiastic and willing to learn
• Professional presentation/standard of work

Desirable

• Ability to learn new skills
• Team player
• Methodical approach to tasks.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

West London NHS Trust

Address

Hounslow Central MINT

729 London Road

London

TW3 1SE

United Kingdom

Employer's website

https://www.westlondon.nhs.uk (Opens in a new tab)

Employer details

Employer name

West London NHS Trust

Address

Hounslow Central MINT

729 London Road

London

TW3 1SE

United Kingdom

Employer's website

https://www.westlondon.nhs.uk (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Deputy Head of Administration

Tasmia Darr

[email protected]

07816170925

Details

Date posted

02 November 2026

Pay scheme

Agenda for change

Band

Band 4

Salary

£33,262 to £36,027 a year per annum inclusive of 15% HCAS

Contract

Permanent

Working pattern

Full-time

Reference number

222-HOU-293

Job locations

Hounslow Central MINT

729 London Road

London

TW3 1SE

United Kingdom

Supporting documents

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West London NHS Trust's privacy notice (opens in a new tab)

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