Main area Administrative Services - Administration Grade Band 4 Contract Permanent Hours Full time - 37.5 hours per week Job ref 200-7804889-DE-DG
Employer St George's University Hospitals NHS Foundation Trust Employer type NHS Site Queen Mary's Hospital Town London Salary £33,094 - £36,195 per annum (including Inner London HCAS rate) Salary period Yearly Closing 01/04/2026 23:59 Interview date 21/04/2026
Administrator - Children's Community Occupational Therapy
Band 4
Job overview
We’re looking for an experienced and organised administrator to join our Children’s Community Therapy team and play a key role in supporting the delivery of therapy services for children and young people across Wandsworth, using the latest available technology to help streamline administrative processes and support efficient, high-quality care.
This is a great opportunity if you’re ready to take the next step in your admin career and gain line management and process-improvement experience within the NHS.
This is anon-site role at Queen Mary’s Hospital due to the reactive and hands-on nature of the work.
You’ll benefit fromfixed weekday hours with no evenings, weekends or bank holidays required. Core hours are 09:30–16:00, with flexibility around start and finish times (e.g. 08:00-16:00, or 09:00-17:00) to accommodate your personal circumstances.
As a member of our team, you’ll gain people-management experience, be involved in service improvement, and have access to Trust-delivered training programmes — making this a strong stepping stone into wider NHS management opportunities.
We’re looking for someone who is:
* highly organised with strong attention to detail
* calm and professional when dealing with enquiries
* able to work independently as well as part of a team
* interested in improving processes and ways of working
Previous NHS or healthcare admin experience is helpful but not essential.
Main duties of the job
As Team Administrator, you’ll be at the heart of the service — helping everything run smoothly behind the scenes so our therapists can focus on supporting children and families.
You’ll:
* manage referrals, waiting lists and clinic bookings
* act as a first point of contact for parents, carers and professionals
* maintain diaries, patient records and correspondence
* oversee office stock and procurement
* support rostering and absence recording
* line manage Band 3 administrative staff
* contribute to improving admin systems and processes
You’ll work closely with Occupational Therapists, Speech & Language Therapists and Physiotherapists in a friendly and supportive multidisciplinary team.
Working for our organisation
Our Children’s Community Therapy team supports children with disabilities and special educational needs to take part in everyday childhood activities such as play, feeding, attention and self-care. We work closely with families, schools, GPs and local authority partners to provide joined-up care in the community.
St George’s, Epsom and St Helier University Hospitals and Health Group cares for a population of four million people in South West London and North East Surrey. Our sites include St George’s Hospital, one of 11 major trauma centres in the UK and the largest healthcare provider and major teaching hospital in the area; St Helier Hospital, home to the South West Thames Renal and Transplantation Unit and Queen Mary's Hospital for Children; and Epsom Hospital, home to the South West London Elective Orthopaedic Centre (SWLEOC).
After years of collaboration, our two Trusts became a hospitals group in 2021. While remaining as two separate Trusts, being a hospitals group will help us to collaborate more closely on research, and the development, education, and training of our 17,000-strong workforce.
At gesh we are committed to supporting flexible working arrangements. Applicants are encouraged to discuss any flexibility they may need during the recruitment process.
Detailed job description and main responsibilities
To work under own initiative and under supervision of the Therapies Admin Team Lead to provide effective, comprehensive clerical, administrative and secretarial support to the Clinical Team Leader for Occupational Therapy and the community Occupational Therapy Team
To act as a first point of contact for service users
To manage patients’ clinical journey from referral to discharge, including waiting list management and clinic booking.
To manage rostering for the Community and Children’s Social Services OT teams.
To manage stock taking and procurement for the QMH Children’s Therapies office.
To process Education, Health, and Care Need Assessment (EHCNA) requests for OT and SLT.
To assist in the gathering and analysis of data for Key Performance Indicator (KPI) targets.
To have line management responsibilities for band 3 support staff and contribute to their appraisal.
To support the Clinical team Lead Children’s Occupational Therapy
To support the Head of Children’s Therapies as required
Person specification
Qualifications & Training
* Good standard of education – GCSE or equivalent in English Language and Maths
* International Computer Driving Licence
* Other secretarial or administration qualification
Experience
* Working in an office/clinic environment in an administrative or secretarial role
* Data input
* Proven experience of providing excellent customer care
* Process design and improvement
* Diary management and organisation of events/meetings
* Working within the NHS
* Data analysis & reporting
Skills
* Confidence with Microsoft 365 suite
* Basic Excel formula programming
* Accurate and efficient typing / data entry skills
* Computer literacy, confidence in learning to use unfamiliar software.
* High-quality customer-service skills, particularly telephone manner.
* Clear, accessible verbal and written communication
* Ability to take initiative and work autonomously
* Ability to work in a team
* Time management and workload prioritisation.
* Strong organisational skills
* Experience with less common programmes e.g. PowerBI, Powerpoint.
* Advanced Excel formula programming
* Data collection, analysis and reporting
Knowledge
* Overview understanding of what Occupational Therapy is, and how it supports children/young people with disabilities and/or special educational needs.
* Strong understanding of confidentiality and respecting dignity of clients.
* Strong understanding of equality, diversity, and inclusion.
* In‑depth understanding of OT
* Knowledge of confidentiality legislation, e.g. Caldicott, & how it relates to NHS
* Knowledge of EDI legislation & how it relates to the NHS
Other
* Ability to work on‑site at QMH as routine.
* Strong interpersonal skills
* Customer‑focussed Quality & Improvement mindset
* Professional and appropriate presentation for a patient‑facing environment.
Your recruitment team
The NHS South West London Recruitment Hub is your dedicated recruitment team, here to support you at every stage of the process. If you have a query, please contact us:
E: krft.askrecruitment@nhs.net
Your application
Please ensure your supporting statement clearly reflects the job description and person specification, as shortlisting will be based on these criteria.
Please refer to the latest UKVI guidance and ensure you have the appropriate right to work before applying for this role.
Use of Artificial Intelligence
We kindly ask that you avoid using AI tools to draft your application. We value authentic, individual responses that reflect your own experience and communication style.
References
Please provide a minimum of 3 years’ employment and/or education history, including professional email addresses (not personal accounts such as Hotmail or Gmail). If you cannot provide these, please inform the interview panel to avoid delays in pre‑employment checks.
Closing date
To help us manage recruitment efficiently, some vacancies may close early once we have received a sufficient number of applications.
Shortlisting
If you are successfully shortlisted, you will be contacted by email or SMS from the South West London Recruitment Hub. Please check your registered TRAC email regularly.
Application feedback
If you do not hear from us within four weeks of the closing date, please assume your application has not been successful on this occasion.
Safeguarding and DBS Checks
We are committed to safeguarding children and vulnerable adults. For roles with direct access to these groups, an Enhanced Disclosure and Barring Service (DBS) check will be required. All staff are expected to understand and uphold their safeguarding responsibilities as part of their role.
Employer certification / accreditation badges
This post will require a submission for Disclosure to be made to check for any unspent criminal convictions.
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