Central and North West London NHS Foundation Trust
Senior Administrator - Oasis Restore Secure School
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Job Overview
Provide comprehensive administrative and operational support to the healthcare team at ORSS, including managing diaries and appointments, drafting correspondence, coordinating meetings, and preparing and distributing documentation. Maintain and update a range of databases and IT systems, handle enquiries via telephone, email, written correspondence, and face-to-face interactions, and support data collection, procurement, and information governance processes. Work collaboratively with colleagues across multiple organisations to ensure an integrated service, while managing own workload with minimal supervision. Additionally, provide line management and supervision to the administrative team and junior administrative staff.
Main duties of the job
- Manage and coordinate the day-to-day administrative services for ORSS healthcare teams, including subcontracted services such as GPs and allied health professionals.
- Lead and supervise the administrative team, ensuring workloads are effectively allocated, monitored, and completed to a high standard.
- Provide comprehensive administrative support to senior managers and healthcare leads, including diary management, meeting coordination, minute taking, and preparation of reports and presentations.
- Oversee the management of internal and external healthcare appointments, ensuring accurate recording and coordination with relevant stakeholders.
- Maintain and develop administrative systems, processes, and filing structures to support efficient service delivery and compliance with organisational requirements.
- Monitor clinical stock, stationery supplies, and procurement activities using Trust systems. Support recruitment, training, induction, and workforce administration processes, including security vetting and pre-employment checks.
- Assist with the collection, analysis, and submission of performance data and reports.
- Ensure confidentiality, information governance, and data quality standards are maintained across all administrative functions. Build effective working relationships with clinical, operational, and external partners to support integrated service delivery.
Working for our organisation
Oasis Restore is the first UK secure school enabling young people to live their best lives, through education well-being and hope. We will care for children aged 12-18 who are on remand and sentenced to custody by the courts. Oasis Restore represents a revolution in youth justice: an opportunity for children within the criminal justice system to experience a restorative environment that creates the potential for them to thrive both now and for the future. Our healthcare team will build and model healthy and trusting relationships with children that enable them to feel safe, learn and reach their full potential.
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Central and North West London NHS Foundation Trust is a Top Employer Award Winner. We have a Health and Justice Services Directorate, within which sits the ‘Children and Young People’ Service line working in partnership with ‘Youth Custody Service’ colleagues to provide responsive, trauma-informed primary care, mental health, neuro-developmental and substance misuse services to the young people and young adults within our care.
Detailed Job Description And Main Responsibilities
- Oversee the day-to-day delivery of administrative services across ORSS healthcare teams.
- Supervise and line manage the administrative team, including workload allocation, performance management, and staff development.
- Provide comprehensive administrative support to senior managers and healthcare leads.
- Coordinate meetings, manage diaries, prepare agendas, and produce accurate minutes and action logs.
- Manage internal and external healthcare appointments, ensuring accurate records are maintained.
- Maintain and update databases, clinical systems, and administrative records in line with organisational requirements. Support data collection, performance reporting, procurement, and information governance processes.
- Monitor and maintain clinical stock, stationery, and healthcare information resources.
- Support recruitment, induction, training, and workforce administration activities.
- Handle enquiries professionally via telephone, email, written correspondence, and face-to-face interactions.
- Build effective working relationships with clinical teams, managers, external partners, and other stakeholders.
- Ensure compliance with organisational policies, procedures, confidentiality, and data protection requirements.
- Contribute to service improvement initiatives and undertake other duties appropriate to the role
Sponsorship Notice
Please note: This vacancy does not meet the criteria for Skilled Worker sponsorship, unless you meet the criteria by temporary exemption from current changes to immigration rules put in force on 22/07/2025. “Separate provisions are applied to workers who have been sponsored and held continuously Skilled Worker visa since prior to 04/04/2024."
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As such, if you don’t meet the Transitional Provision (above) we are unable to consider your application unless you can provide documentary evidence of your right to work in the United Kingdom. If you believe you are eligible for sponsorship or already hold a valid right to work in the UK, please ensure you provide full details of your immigration status in the Pre-Screening Immigration section of your application form.
Please note role eligibility also depends on whether the role meets the salary threshold for the relevant occupational code (SOC CODE).
For further info please visit: Skilled Worker visa: Overview - GOV.UK
Person specification
Qualifications
Essential criteria
- Educated to GCSE level (or equivalent), including English and Mathematics.
- Proficient in Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.
- NVQ Level 3 in Business Administration or equivalent administrative qualification, or equivalent experience.
- Evidence of continuing professional development.
Desirable criteria
- Management or leadership qualification.
- Advanced training in Microsoft Excel, data analysis, or reporting.
- NHS or healthcare administration qualification.
Experience
Essential criteria
- Significant experience in a senior administrative or office management role.
- Experience of providing administrative support to senior managers and multidisciplinary teams.
- Experience of diary management, meeting coordination, agenda preparation, and minute taking.
- Experience of maintaining accurate records, databases, and filing systems.
Desirable criteria
- Experience working within a healthcare, NHS, prison healthcare, or public sector environment.
- Experience of procurement and stock management processes.
- Experience producing performance reports and analysing service data.
Skills and Knowledge
Essential criteria
- Excellent organisational and time-management skills
- Strong written and verbal communication skills.
- Ability to build effective working relationships with a range of stakeholders.
- Competent in the use of Microsoft Office applications and electronic record systems.
Desirable criteria
- Knowledge of NHS policies, procedures, and performance reporting requirements.
- Experience using systems such as SystmOne, Datix, ClearCare, BromCom, SBS, IQUVIA, or FFT.
- Knowledge of staff supervision, appraisal, and performance management processes.
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