Administrator

Administrator

Go back Surrey and Borders Partnership NHS Foundation Trust

The closing date is 08 April 2026

An exciting opportunity has arisen for an enthusiastic and organised Administrator (Band 3) to join the Children's Learning Disability Service.

The post holder will provide high-quality administrative and clerical support to the multidisciplinary team, helping to ensure the smooth and efficient running of the service. This role is key in supporting clinicians and maintaining effective communication with families, professionals and partner agencies.

We are looking for a motivated individual with excellent organisational skills, attention to detail and the ability to work both independently and as part of a busy team. The successful candidate will play an important role in supporting the delivery of care to children and young people with learning disabilities and their families.

Main duties of the job

The postholder will provide comprehensive administrative support to the Children's Learning Disability team.

Key responsibilities include:

• Providing administrative and clerical support to the multidisciplinary team
• Responding to telephone and email enquiries from families and professionals
• Supporting data collection, audits and reporting requirements
• Preparing documents, letters and reports as required
• Working collaboratively with colleagues to ensure the smooth running of the service
• Using excellent communication skills and prioritising workload effectively in a busy environment

About us

Surrey and Borders Partnership NHS Foundation Trust is the leading provider of mental health, learning disability, neurodevelopmental and drug and alcohol services in Surrey and North East Hampshire. We support people of all ages and are passionate about providing high quality care that is delivered at the right time as close to home as possible to help people recover and stay well.

We are one of the top 10 mental Health, Learning Disability and Community Trust to work for nationwide. Our Trust is an inclusive and supportive employer that offers a wide range of staff networks, flexible working, free parking and excellent health and wellbeing support. We also provide a wide range of opportunities to help staff develop and progress.

Surrey is a beautiful county lying just 30 minutes away from Central London and from the South Coast. Our historic market towns and bustling districts are enveloped in wonderful countryside, and our excellent road and rail networks bring the rest of the country within easy reach. For international travel, both Gatwick and Heathrow airports are nearby.

Please note that we reserve the right to close posts as soon as sufficient applications are received.

Regrettably, due to UK Home Office requirements we cannot offer sponsorship for all our job roles.

Applicants must have the right to work in the UK for the duration of the role.

We look forward to receiving your application!

Job responsibilities

The postholder will provide comprehensive administrative support to the Childrens Learning Disability team.

Key responsibilities include:

• To support, liaise, and work effectively within the CYPS Learning Disability Team
• To liaise with the wider team and external agencies as applicable
• To ensure good record keeping in line with current practice and computer systems
• To demonstrate effective time management skills to manage workload independently and as part of the team
• To effectively and sensitively communicate with parents of young people and other organisations involved in young peoples care
• To participate in other administrative tasks to support the service, including photocopying, scanning, uploading and mail management
• To format letters and reports created by the practitioners within the CYPS Learning Disability Team
• To create and maintain any necessary spreadsheets and to provide support to the Business Lead for reporting of figures for service KPIs
• Answering phone calls and dealing with queries
• Supporting appointment booking in clinics or via Teams/in person
• Monitoring and actioning the generic team inbox
• Responsible for maintaining confidentiality and security of all health and corporate records in accordance with the trust policies
• Accountable to the local manager, supporting the comprehensive day to day management of the relevant team, ensuring the smooth running of the office and workflow whilst transacting urgent materials proactively and effectively
• To be the first point of contact for callers to the local manager, managing internal and external inquiries and presenting complex information succinctly in a range of formats, including verbally and through use of technology and re directing these as appropriate
• To assist in the management of non clinical issues, facilities, buildings, and supplies and ensure all equipment is set up and maintained in good order
• To plan and coordinate when necessary the processes to manage meetings, including setting agendas, taking minutes and distribution of papers within agreed timescales
• To be responsible for the operating of various information systems for the local manager, including SystmOne, ESR, SBS, Power BI, Datix risk and incident management system, word processing, database, spreadsheet, and Outlook and email systems
• To receive and process referrals to the relevant clinician and system(s)
• Update case notes on the electronic patient record system as required
• Type up reports incorporating graphics and tables as required
• Creating bespoke documents for the team, such as leaflets, etc.
• Booking rooms and providing support to team members in the CYPS Learning Disability Team, setting up rooms for meetings
• Monitor and raise purchase requisitions for stationery, services (such as interpreters), and supplies for the department
• To contribute actively in the promotion of respect for diversity and inclusivity of all individuals, to promote the valued image of people who use Trust services, challenge stigma and uphold the Trust Visions and Values
• To be responsible for one's own VDU workplace assessment and health and safety surveillance
• Undertake any other reasonable duties as requested by the Senior Crisis Pathway colleagues

Person Specification Role requirements

• Previous administrative or clerical experience in an office environment
• Experience of using Microsoft Office packages (Word, Outlook, Excel)
• Previous administrative experience within the NHS or healthcare setting
• Experience using electronic patient record systems (e.g. SystmOne or similar)
• Experience of handling confidential and sensitive information appropriately
• Experience of managing referrals or appointment booking systems
• Understanding of Children's Services or Learning Disability services

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.

Employer name

Surrey and Borders Partnership NHS Foundation Trust

Address

Surrey and Borders Partnership NHS Foundation Trust HQ

Salary

£26,240 to £27,928 a year Incl. 5% Fringe HCAS, pa, pro rata.

Contract

Permanent

Working pattern

Part-time

Reference number

852-CYPS

Job locations

Surrey and Borders Partnership NHS Foundation Trust HQ