Job overview

This role is not eligible for visa sponsorship. If it is identified that you require sponsorship to undertake this role your application may be withdrawn.

As a Team Administrator within the Occupational Therapy service, you play a vital role in keeping the service running smoothly.  This is a part time role working Monday, Tuesday and Wednesday for 22.5 hours per week, based at our offices at Hazel Trees in Fenton

In the role you will provide confidential, efficient, and compassionate administrative support to clinicians, children, young people, and their families. You will manage referrals and coordinating appointments to maintaining accurate records and supporting clinical pathways, you help ensure timely, high‑quality care.

You will be required to work on your own initiative and demonstrate a willingness to help others and be a key member of the team. You will be expected to be able to prioritise work and meet deadlines in order to fulfil the requirements of the post. You will possess excellent interpersonal and communication skills with an ability to deal with highly sensitive and challenging situations.

In the role you will be required to utilise a computer for word processing and database management.

Main duties of the job

• Provide a confidential administration support as required including minute taking, organising meetings, collating and maintaining data basis.
• Maintain an effective office support system including filing, photocopying, faxing, scanning and reception duties on behalf of the Clinicians.
• To collate and analyse data relevant to service need which may include Was Not Brought (Did Not Attend) rates, referral rates, training compliance etc.
• Maintain electronic diaries for clinical and non-clinical activities including the arrangement of appointments and clinics for clinicians, as required.
• Monitor new referrals received by the Team, maintain wait lists and seek further information/clarification, as required.
• Ensure patient personal details are constantly updated and accurate and that patient records are tracked in accordance with Trust requirements
• To implement any local secretarial procedures and changes to working practices that may be required and as agreed
• Maintain Trust/Service databases to meet national DoH, Local, Directorate and Trust targets
• Undertake surveys and/or audits relevant to own role, including staff survey

Working for our organisation

Come and work with us at our award-winning NHS Trust, leading the way for trying new and better ways of working to help improve life for our local communities.

We have around 9,000 staff who provide physical and mental healthcare, support for people with learning disabilities, and adult social care across Staffordshire, Stoke-on-Trent, Shropshire, and Telford & Wrekin. We also run regional and national services, including help for new parents (perinatal care), eating disorders, forensic services, sexual health, and support for people in prison with mental health, drug, or alcohol problems.

We offer great career development for both clinical and non-clinical roles, with ongoing training and support to help you learn and grow.

We are ‘United in our Uniqueness’ and committed to creating a workplace where everyone feels welcome and can be themselves, no matter their background or identity. We want our staff to feel supported and valued, and we aim to build a team that reflects the communities we serve. Together, we can make sure every voice is heard, and every difference is respected.

 Please note, we may be required to close this vacancy early if we receive a high volume of applications

Please be aware that the use of artificial intelligence (AI) in completing application forms will be monitored to ensure fairness and transparency. If you have used AI you must state this in your application.