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Service Administrator Job at South London and Maudsley NHS Foundation Trust

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Job summary

About the role:

An opportunity has arisen for an organised, proactive andefficientWard Administrator to provide comprehensive administrative support for Clare Ward,an Acute Inpatient ward at theLadywell Unit.



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 theability 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.



About us


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.



Job description

Job 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


  • Administration qualification or demonstrable experience (A)
  • Good standard of general education including English and Maths. (A)


  • Experience in Administrative services, to include, secretarial, customer service or clerical (A)

Personal attributes and other skills


  • Recognition of own limitations, strengths and weaknesses and an ability to seek advice when necessary (A)
  • Able to work with attention to details (A)


  • Evidence of continuous undertaking of training (A)



  • 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)


  • 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)

Pay scheme

Agenda for change


Band 3


£27,948 to £29,468 a year per annum inclusive of HCAS



Working pattern


Reference number


Job locations

Clare Ward, Ladywell Unit,

Lewisham High Street

Lewisham, London

SE13 6LW

Skills & Abilities


  • 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)



  • Understanding of confidentiality and Data Protection requirements
  • Understanding of equality & diversity

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

South London and Maudsley NHS Foundation Trust


Clare Ward, Ladywell Unit,

Lewisham High Street

Lewisham, London

SE13 6LW

Employer’s website (Opens in a new tab)

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