Team Administrator(UK Visa Sponsorship)

Job Description

Role Overview

The London Men’s MHTR Team at Oxleas NHS Foundation Trust is seeking a dedicated Team Administrator to provide comprehensive administrative support. This role ensures smooth operation of reporting and workforce processes while supporting collaboration with internal and external stakeholders, including probation colleagues and the Quality and Performance Team.

You will work in a fast-paced environment, managing multiple priorities, and must demonstrate strong organisational skills, attention to detail, and the ability to maintain confidentiality at all times.

Key Responsibilities

Administrative Support:

• Manage diaries, book meeting rooms, and arrange confidential or external spaces as required
• Prepare agendas, draft minutes, action logs, and follow up on outstanding actions
• Monitor and manage the generic service mailbox, process referrals, and distribute service literature
• Communicate with court and probation colleagues to request sentence updates or probation practitioner details
• Support incident reporting through DATIX
• Upload documents and notes to SystmOne on behalf of the team
• Order office supplies and process invoices using Cardea

Data & Systems Management:

• Track staff holidays, risks, and compliments using spreadsheets and relevant reporting tools
• Generate validation reports for incomplete assessments in SystmOne
• Log new referrals and ensure correct caseload allocation
• Set up new users, reset passwords, and provide SystmOne training in collaboration with the Information Systems Manager

Leadership & Team Support:

• Assist with local inductions, ensuring new staff understand administrative processes
• Foster professional communication within the team, with managers, clinicians, HMPPS, and partner agencies
• Organise events, including complex assessments or visiting clinicians
• Maintain and update stakeholder and partner contact lists

Person Specification

Essential Qualifications:

• NVQ Level 3 in Administration or equivalent experience
• Experience working in the NHS, Local Authority, or similar large organisation

Experience & Skills:

• Minimum of 3 years in a senior secretarial or administrative role
• Ability to work collaboratively with professional staff
• Proficiency in Microsoft Word, Excel, and PowerPoint
• Commitment to confidentiality and data protection

Additional Requirements:

• This role is subject to a Disclosure and Barring Service (DBS) check
• Compliance with Trust Information Governance procedures

About Oxleas NHS Foundation Trust

Oxleas provides a wide range of healthcare services across community, mental health, and secure settings. Our teams support people of all ages through hospitals, clinics, secure hospitals, children’s centres, schools, and in their homes. We operate across London Boroughs of Bexley, Bromley, Greenwich, and Kent.

Our 4,300 staff uphold our values:

• We’re Kind
• We’re Fair
• We Listen
• We Care

We are committed to improving lives through high-quality care and support, guided by professionalism, integrity, and collaboration.

Visa & Sponsorship Information

While this post does  offer sponsorship, applicants seeking the Skilled Worker visa

How to Apply & Informal Enquiries

This role is ideal for a meticulous, proactive, and organised administrator who thrives in a dynamic NHS environment and values making a tangible difference to patients and colleagues.