Team Administrator - #187885

Job summary

The Team Administrator provides essential administrative and clerical support to the Talking Therapies service, ensuring the smooth and efficient day to day running of the team. The role supports clinicians, service managers and patients by managing appointments, maintaining accurate records, and acting as a key point of contact for the service.

This 12 month fixed term position is central to delivering a responsive, patient focused service and contributes directly to positive patient experience and effective clinical delivery.

You must have the Right to Work in the UK in order to be successfully appointed to this role. Please note, this role does not meet the required eligibility criteria for sponsorship under the Skilled Worker visa and therefore the Trust is unable to offer sponsorship for this particular role.

Main duties of the job

Provide comprehensive administrative support to the Talking Therapies team, including Employment Advisors, Management Team and Service Manager.

Manage patient referrals, registrations, waiting lists and appointment bookings in line with service procedures.

Act as a first point of contact for patients, carers and professionals via telephone, email and face to face communication.

Maintain accurate and confidential patient records on relevant clinical systems (e.g. IAPTUS / SystmOne / Rio, where applicable).

Prepare reports, correspondence and meeting documentation.

Support data collection, performance monitoring and reporting requirements.

Liaise with internal teams and external agencies to support coordinated patient care.

Ensure compliance with data protection, confidentiality, and NHS policies at all times.

Assist with general office duties such as filing, scanning, minute taking and stock ordering.

About us

We are the Mental Health & Learning Disability NHS Trust for County Durham and Darlington, Teesside, North Yorkshire, York and Selby.

From education and prevention, to crisis and specialist care -our talented and compassionate teams work in partnership with our patients, communities and partners to help the people of our region feel safe, understood, believed in and cared for.

We nurture the recovery journey of anyone in need of our help. In Our Trust, everyone has a say in how they are supported and treated because we listen to every person in our care until they feel understood. Our patients, their families and carers work together with us towards better mental health.

We're committed to new thinking that improves the wellbeing of our region. We connect with our communities and partners to get mental health care right, in areas that really need it.

We won't rest until everyone in our region has the mental health care they need, to lead their best possible life.

Details

Date posted

26 May 2026

Pay scheme

Agenda for change

Band

Band 3

Salary

£25,760 to £27,476 a year per annum

Contract

Fixed term

Duration

12 months

Working pattern

Full-time

Reference number

346-NYA-079-26-A

Job locations

Hummingbird House / North Moor House

29 Victoria Avenue / North Moor Road

Harrogate / Northallerton

HG1 5QE

United Kingdom

Job description

Job responsibilities

Please refer to the attached job description and person specification for further detailed information to ensure that you meet the role criteria before applying.

Job description

Job responsibilities

Please refer to the attached job description and person specification for further detailed information to ensure that you meet the role criteria before applying.

Person Specification

Qualifications

Essential

• Level 3 Qualification in relevant field or equivalent experience or willingness to work towards Level 3 in Business Administration.
• Key skills/functional skills in literacy and numeracy Level 2 OR O Level (Grade C and above/New GCSE in Maths and English (Grade 4 to 9) are an essential requirement to be fully competent in the role. Where an applicant does not have the above qualifications or are unable to provide evidence of the certification, the applicant MUST achieve the required standards during their probationary period.

Desirable

• Level 3 in Business Administration.
• RSA Level 2 or equivalent Secretarial/administrative experience in a clinical environment.

Experience

Essential

• Experience of working in an administrative environment (diary management, filing systems, meeting coordination, minute talking, data input, collating and presenting information).
• Customer Service experience (face to face, answering calls, correspondence).
• Experience of organising completing demands and workloads.
• Experience of setting up and maintenance of administrative systems and processes.
• Experience of working autonomously and proactively.

Desirable

• Experience of supporting/supervising staff.
• Experience of handling monies and working within financial guidelines

Knowledge

Essential

• Comprehensive knowledge of Microsoft Office applications.
• Understanding of data protection and the need for confidentiality and how to maintain this.
• Knowledge of office systems and processes.

Desirable

• Knowledge of NHS systems

Person Specification

Qualifications

Essential

• Level 3 Qualification in relevant field or equivalent experience or willingness to work towards Level 3 in Business Administration.
• Key skills/functional skills in literacy and numeracy Level 2 OR O Level (Grade C and above/New GCSE in Maths and English (Grade 4 to 9) are an essential requirement to be fully competent in the role. Where an applicant does not have the above qualifications or are unable to provide evidence of the certification, the applicant MUST achieve the required standards during their probationary period.

Desirable

• Level 3 in Business Administration.
• RSA Level 2 or equivalent Secretarial/administrative experience in a clinical environment.

Experience

Essential

• Experience of working in an administrative environment (diary management, filing systems, meeting coordination, minute talking, data input, collating and presenting information).
• Customer Service experience (face to face, answering calls, correspondence).
• Experience of organising completing demands and workloads.
• Experience of setting up and maintenance of administrative systems and processes.
• Experience of working autonomously and proactively.

Desirable

• Experience of supporting/supervising staff.
• Experience of handling monies and working within financial guidelines

Knowledge

Essential

• Comprehensive knowledge of Microsoft Office applications.
• Understanding of data protection and the need for confidentiality and how to maintain this.
• Knowledge of office systems and processes.

Desirable

• Knowledge of NHS systems

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).

Additional information

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

Tees Esk and Wear Valleys NHS Foundation Trust

Address

Hummingbird House / North Moor House

29 Victoria Avenue / North Moor Road

Harrogate / Northallerton

HG1 5QE

United Kingdom

Employer's website

https://www.tewv.nhs.uk/ (Opens in a new tab)

Employer details

Employer name

Tees Esk and Wear Valleys NHS Foundation Trust

Address

Hummingbird House / North Moor House

29 Victoria Avenue / North Moor Road

Harrogate / Northallerton

HG1 5QE

United Kingdom

Employer's website

https://www.tewv.nhs.uk/ (Opens in a new tab)