Senior Team AdministratorinBeckenhaminBeckenhamPUBLISHED MON 24 MAR 2025
In this role, you’ll manage appointment bookings, maintain outpatient calendars, and provide secretarial support—all while being part of a friendly team. With your expertise in Microsoft Office and a knack for learning new systems, you'll help improve our administrative services and contribute to a supportive patient experience. Whether it’s managing diaries or ensuring accurate waiting lists, your ability to juggle tasks while thriving under pressure makes you the perfect fit. If you’re ready to take on this rewarding challenge and contribute to our mission, we’d love to hear from you!
An exciting opportunity has arisen for an enthusiastic, experienced and proficient team administrator.
Post holder will offer exceptional customer service while managing the appointment bookings, clinics outpatient calendars and secretarial support for the clinics.
The successful applicant will possess robust organisational skills, excellent communication and interpersonal skills and will also be able to demonstrate a sound knowledge of Microsoft Office programmes including Outlook, Word and Excel. The post holder will be comfortable with IT and be keen to learn new software packages and processes.This is a challenging roles 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 responsible for providing a proactive, comprehensive administrative service to a multi-disciplinary team, enabling the team to operate effectively and efficiently.
- The administrator is often the first point of contact for service users, families/carers and other members of the person's network and plays an important role in ensuring a good patient experience and positive image of the service.
- Managing and overseeing the administrative component of the Trust patient database, i.e. inputting referral and patient information, monitoring and updating data quality etc.
- To monitor and maintain accurate waiting lists, in conjunction with the clinical team.
About us
Clinic Management:
a) To provide an excellent standard of customer care and administration support being a first point of contact to patients, family/carers and other stakeholders.
b) To use a variety of systems to monitor clinics and clinician availability. To include complex diary management using Microsoft Outlook; the Trusts Epjs electronic database; Microsoft Teams and Excel.
c) To have day-to-day oversight and management of the National Clinic calendars, ensuring 100% booking of available slots, ensuring annual leave/unavailability is included.
d) To have an oversight of the teams Report Tracker to ensure reports are sent out via email or post and the appropriate information leaflets are enclosed; to support where necessary.
e) To have an oversight that Contracts are correct for the treatment requested and the correct funding pathways are used. Discharging records if funding is not given.
f) In conjunction with the clinical team, monitor and maintain accurate waiting lists and to provide patients with up-to-date information relating to waiting time in clinics.
g) To ensure all appointment cancellations and alterations are correctly recorded and to highlight any issues to senior management.
h) To respond to appointment requests and other queries via email from clinicians and business managers promptly.
i) To assist with caseload cleansing.
Administration duties:
a) To respond to telephone enquiries from patients, family/carers and staff promptly and in a courteous and professional way, re-routing calls as appropriate. Taking clear, concise messages and dealing with general enquiries where appropriate.
b) To act independently to ensure daily tasks and on-going workloads are prioritised and complete within agreed timescales. Manage multiple tasks within the working day whilst maintaining quality standards.
c) To have the ability to work in an unpredictable pattern, dealing with frequent interruptions.
d) Arrange, attend and minute service meetings. Produce accurate minutes, collate and distribute reports/papers.
e) To be responsible for improving existing admin systems and devising new systems to ensure the administration service is of the highest quality.
f) To order stationery and be responsible for the following-up of orders to ensure delivery and correct receipt of stock for the team, as required.
g) To contribute in the compliance of Health and Safety requirements as requested by management. May be required to become Health & Safety Champion depending of service need.
h) To participate in the preparation of events, conferences and projects.
i) Supporting admin trainees and temporary staff, ensuring access to ICT and the relevant Trust policies.
j) To contact Trust Estates and Facilities Department to report any faults or works that need to be undertaken.
Service Requirements
a) To line manage junior staff.
b) To provide cover for colleagues, as required within all ADHD/ASD clinics/sites.
c) To provide ad hoc reception cover.
d) Assist teams with the development of patient information and team leaflets.
e) To attend and actively participate in, administration team meetings and to assist in the implementation and continual review of systems to ensure good practice.
f) To assist in service user feedback
g) May be required to work outside of core hours, in line with service need.
Personal Development
a) To participate in development and training identified through the appraisal and supervision process.
b) To attend and participate in all identified mandatory training.
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