Job summary
- Main area
- MaudsleyHospital
- Grade
- NHS AfC: Band 3
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
- Job ref
- 334-NCL-7794428-MU
- Employer
- South London and Maudsley NHS Foundation Trust
- Employer type
- NHS
- Site
- John Dickson Ward
- Town
- Denmark Hill
- Salary
- £30,546 - £32,207 Per Annum inclusive of HCAS
- Salary period
- Yearly
- Closing
- 16/03/2026 23:59
Employer heading
Service Administrator
NHS AfC: Band 3
South London and Maudsley NHS Foundation Trust has a rich history, well-established community links and an international reputation. We deliver specialist services in the London boroughs of Croydon, Lambeth, Lewisham and Southwark, Bexley, Bromley, Greenwich, Wandsworth and Richmond.
We are committed to provide a high quality and specialist care to our service users and we are recognised for our care and treatment we provide. The Care Quality Commission already rates our services as ‘good’.
We launched our five-year strategy, Aiming High; Changing Lives in 2021 together with Our Care Improvement System as our quality management system methodology to make a positive impact on patient care, outcomes and staff experience. By joining SLaM, all staff will get the opportunity to be part of this exciting improvement journey supported with learning and development to harness everyone’s potential as change makers.
The trust recognises the unique and valuable contribution that people with lived experience of mental illness can bring to a role. We therefore welcome applications from people with lived experience and consider them as an asset to the Trust.
Our Values
We take pride in providing specialist care to our service users where our Trust values and our promise to be caring, kind, polite, prompt, honest, listen and do what I say I’m going to do is at the heart of everything we do. When you join us, you’ll be part of something special.
As a Trust we are happy to talk flexible working.
Job overview
About the role:
An opportunity has arisen for an organised, proactive and efficient full time Ward Administrator to provide comprehensive administrative support for John Dickson Ward, an Acute Inpatient ward at the Maudsley Hospital.
Main duties of the job
Good interpersonal written and oral communication skills, exemplary timekeeping and flexible approach to work is required for this post. The person must also have good computer literacy (Microsoft Word, Excel), with the ability to meet deadlines and experience of working in a busy office environment. A good understanding of performance and activity targets as well as in-depth knowledge of ePJS would be desirable.
We are looking to appoint an administrator with excellent organisation and communication skills and a keen eye for detail. The successful candidate will be assertive, work well within a team and be passionate about providing a high-quality service. We are looking for a candidate who is efficient, great with systems and inspired by the idea of making a difference.
This is a challenging role working within an extremely busy office and it is therefore important that you are enthusiastic, motivated and able to work under pressure. You must be able to demonstrate the ability to work independently and as part of a team.
The post holder will be required to provide administrative support in line with the well-developed administrative processes already in place. This includes minute taking, ordering clinical and non-clinical items for the team, formatting letters, booking appointments, money handling and providing a professional point of contact for families and other professionals.
For further information, please see attached JD.
Working for our organisation
Benefits:
We are committed to ensuring our staff get the most out of their benefits package and understand the importance of a healthy work life balance. There is an extensive range of excellent benefits for you and your family. We want you to feel like you are part of a close knit team at SLaM. It’s important to us that you valued and appreciated and that are why we have a comprehensive benefits package on offer
Some of our benefits are highlighted here:
- Generous pay, pensions and leave, we offer a comprehensive pay, pensions and leave package which is dependent on the role and length of service.
- Work life balance, flexible working and support a range of flexible options, such as: part-time working and job sharing.
- Career development, There are plenty of opportunities to progress your career and we support your development through a number of programmes such as mentoring, coaching, positive people management, collective leadership and other talent programmes
- Car lease, our staff benefits from competitive deals to lease cars
- Accommodation, our staff benefits from keyworker housing available which is available on selected sites
- NHS discounts, with discounts up to 10% from a variety of well-known retail brands though Health Service Discounts website.
Other benefits include:
- Counselling services
- Wellbeing events
- Long service awards
- Cycle to work scheme
- Season ticket loan
- Childcare vouchers
- Staff restaurants
We look forward to receiving your application.
Detailed job description and main responsibilities
Key Responsibilities:
- To provide comprehensive administrative support to the multi-professional team with regards the processing of clinical documentation, managing queries and data entry. To provide a professional and confidential administrative service to include, copy typing, preparing and formatting of correspondence, photocopying, faxing, scanning and dealing with post. Screening and re-routing calls appropriate to request, taking clear & concise messages and dealing with enquiries appropriate to the role. To ensure daily tasks and on-going workloads are prioritised and completed within agreed timescales, managing multiple tasks within the working day, whilst maintaining quality standards. To arrange appointments and meetings as required. To attend meetings and produce clear and detailed minutes.
- To deliver a high standard of customer care, representative of the service and the overall Trusts objectives and commitments. Exercise diplomacy and professionalism, confidentiality and equality standards in accordance with all Trust policy.
- Support the collection and updating of service specific information and activity to ensure required Key Performance indicators (KPI) are updated and accurate at all times.
- To support the maintenance of the service environment. Ensuring appropriate use of resources within set budget guidelines and in conjunction with other members of the admin team. To be responsible for the management and reporting of maintenance, repair of equipment, faults of works and to liaise with estates and facilities regarding these issues. To arrange deep cleaning of bedrooms and other areas as necessary and input patient menus, using the ISS matrix. To support the team with roles related to First Aid, Fire Warden and Health & Safety.
- Assist with non-clinical processes which need to be undertaken in order to support the clinical team and the overall service delivery of quality patient care, for example, Petty Cash.
- Assist with the induction of temporary staff and maintaining a Local Induction Pack for the ward.
- In conjunction with other members of the admin team, support the service wide cover arrangements. To work in a flexible and open manner, in line with the needs of the service
- To be proficient in multiple IT systems to support service delivery. To be able to work autonomously using excellent prioritisation skills. To respond flexibly to competing demands and unexpected pressures. To develop effective data collection systems. To participate in training as required.
- Support maintenance of the service environment. Ensuring appropriate use of resources within the set budget guidelines and in conjunction with other members of the administration team, to be responsible for maintenance and repair of equipment. Support the team with regards to roles related to First Aid, Fire Warden, Health and Safety.
- Assist with non-clinical processes that need to be undertaken in order to support clinical teams and the overall service deliver quality patient care.
- Ensure Confidentiality of information is always maintained in accordance with Trust policies and the COT code of ethics and professional conduct.
- Assist with maintaining an effective COVID 19 Tracker for the Wards relating to swabs and vaccines.
- To maintain a daily routine of scanning documents on to the system.
- To undertake any other duties considered relevant by the service, appropriate to the banding of this post, as negotiated with the Business Manager and/or Team Manager.
- Ensure Confidentiality of information is always maintained in accordance with Trust policies and the COT code of ethics and professional conduct.
For further information please see attached JD.
Person specification
Educational Qualification
Essential criteria
- Administration qualification or demonstrable experience (A)
- Good standard of general education including English and Maths. (A)
Desirable criteria
- Experience in Administrative services, to include, secretarial, customer service or clerical (A)
Personal attributes and other skills
Essential criteria
- Recognition of own limitations, strengths and weaknesses and an ability to seek advice when necessary (A)
- Able to work with attention to details (A)
Desirable criteria
- Evidence of continuous undertaking of training (A)
Experience
Essential criteria
- Experience of developing & maintaining Administrative systems (A&I)
- Experience of working with multidisciplinary teams. (A&I)
- Maintaining the quality and integrity of data (A)
- Manage petty cash system (A&I)
- Prioritising and organising workloads to meet required deadlines, according to the needs of the service and Team (A&I)
- Innovative, creative and able to work under pressure (A&I)
- Experienced in audio/copy typing approx. 40 – 45WPM (I)
- Proficient in Microsoft Word, Excel, Power Point and Outlook (A&I)
Desirable criteria
- Experience of working in an inpatient acute ward (A&I)
- Experience of working in the NHS, ideally in a mental health setting (A)
- To have an understanding of Mental Health Awareness (A)
- Experience of using the SLaM EPJS system (A)
- To have an understanding of medical/psychiatric terminology (A)
Skills & Abilities
Essential criteria
- Excellent communication skills, both written and verbal (A&I)
- Comprehensive and proficient IT skills (A&I)
- Ability to plan, prioritise & multi-task (A&I)
- Good organisational skills (A&I)
- Ability to work in an unpredictable and challenging environment, where there might be exposure to dealing with difficult situations, maintaining professionalism at all times (A&I)
- Demonstrate the ability to produce/present documentation to a high standard (A&I)
- Ability to use own initiative and flexible attitude (A&I)
- Effective Time Management Skills
- Self-motivated and able to use own initiative
Knowledge
Essential criteria
- Understanding of confidentiality and Data Protection requirements
- Understanding of equality & diversity
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Olubunmi Baiyewu
- Job title
- Interim Ward Manager
- Email address
- [email protected]
- Telephone number
- 02032282084
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