Overview
The primary responsibilities of this post will be to manage the department's central inbox, handle telephone calls, maintain our database, and serve as a helpful first point of contact for queries from stakeholders, staff and patients. This role is central to delivering competent and compassionate patient care by providing comprehensive administrative support to our team of qualified psychologists, assistants, trainees, and interns. Key responsibilities include ensuring the smooth day‑to‑day operation of the office. This involves serving as a key point of contact by answering the main telephone line, responding to emails in a timely and professional manner, accurately inputting data, and coordinating responses to Subject Access Requests (SARs). As a valued member of our administrative team, you will also be responsible for maintaining accurate patient records, ordering departmental supplies via the CNWL electronic procurement system, and submitting requests for departmental works as needed. The successful candidate will be able to take full ownership of their own workload, demonstrating initiative and reliability while working effectively under appropriate supervision.
Key Responsibilities
* To be responsible for the day to day management of the office and the development, implementation and maintenance of high quality office practices and procedures to ensure that all non‑clinical requirements of the team are met.
* To provide a receptionist service for the service as required. To deal with telephone calls, correspondence and direct contacts with clients and other internal or external agencies in an appropriate and professional manner, using judgement and discretion where necessary and to refer complex matters or matters relating to clinical risk to relevant senior members of staff.
* To prepare documents by copy or audio typing using Microsoft Office software (letters, memos, reports etc) for approval as directed, ensuring that all policies and procedures are adhered to.
* To be fully conversant with computer packages, promoting good presentation, including word‑processing and spreadsheets.
* To arrange meetings and training events for the team as and when required.
* To act as secretary at meetings if required, taking and distributing minutes as appropriate.
* To set up and maintain an effective filing system for the department.
* To take responsibility for ensuring that adequate stock levels of stationery and other clinical equipment are maintained at all times as required and order/procure regularly as needed.
* To maintain a central record of annual leave, sickness, study and authorised and unauthorised absences when required.
* To ensure that the record of availability of staff on a daily basis is updated for all staff.
* To carry out a range of administrative tasks (post, faxes, photocopying, taking messages etc).
* To liaise with internal and external suppliers and ensure that adequate stock levels of stationery and other non‑clinical equipment are maintained at all times.
* Patient Administration tasks: to input and retrieve patient details and statistical data into the relevant patient information system; to make sure information is updated on the data systems in use in the various phases of the referral process including post assessment, treatment and closure of cases; to be responsible for the administration and coordination of clients seen in the IAPT service where ever the location of the clinic; to set up and maintain a filing system and to record the movement of patients' casenotes according to Trust policy and procedures; to assist in carrying out regular checks and annual audit of client case notes and ensure notes are archived as and when appropriate; to be aware of the Data Protection Act.
* To report all request for repairs through the Facilities /Site Services Manager.
* To have an understanding of health and safety regulation and assist in maintaining a safe environment for clients and visitors to the department in accordance with fire, health and safety procedures.
* Communication duties: provide non‑clinical advice and information to patients, carers and relatives; provide to visitors/public; provide to medical, nursing staff; provide to general practitioners; provide to voluntary agencies.
* Management of Resources: to supervise the work of temporary and permanent administrative staff as and as required & appropriate; to be responsible for database management and the maintenance of office equipment within the service; to develop relationships with internal and external agencies.
* Training activities: to participate in local induction of new employees to the team; to participate in the Trust's supervision and appraisal programme; to undertake any necessary training that is required to fulfil the objectives of the post and enhance personal knowledge and development.
About the Department
We are seeking a dedicated and organised full‑time Band 4 Senior Administrator to join our Westminster Talking Therapies department, supporting our teams across both the North and South hubs. We would particularly welcome applications from individuals with proven administrative experience who are meticulous, patient, and resilient. The ideal candidate will thrive in a structured environment, demonstrating empathy and patience not only with our service users but also when navigating necessary bureaucracy and supporting our clinical team.
Required Skills & Qualifications
* Good command of written and spoken English. English at GCSE or other equivalent qualification.
* Educated to A level standard or equivalent qualification.
* RSA III or equivalent Secretarial qualification.
* Excellent written English; able to write clear, tactful, and professional emails.
* Proficiency with Excel spreadsheets, email systems and in‑house databases.
* Ability to effectively prioritise a busy workload with multiple demands.
* Strong organisational skills and ability to work on own initiative.
* Must be numerate and able to provide statistical data clearly and accurately.
Desirable Additional Experience
* Educated to University Degree level.
* Recognised qualification in the use of computer software such as Microsoft Word, Excel, Access.
* Significant experience as a secretarial/administrative role in a senior position.
* Experience of working within the NHS.
* Audio typing, speedwriting/shorthand.
* Experience of supervising temporary and permanent administrative staff.
#J-18808-Ljbffr