Central and North West London NHS Foundation Trust
Team Administrator
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Job Overview
Are you highly motivated, flexible and conscientious with excellent interpersonal and communication skills? Are you able to work in a busy environment, being organised and maintaining a high-level of accuracy and attention to detail?
We are looking to recruit a team administrator to join our 0-19 Service in Hillingdon.
The post holder will be based within our North CNWL sites but expected to cover sites across the Hillingdon O-19 service. As part of the role you will be expected to travel to and attend weekly baby clinics to provide administrative support at local clinics and children's centres.
Please note that in order to meet the needs of the Trust’s service, you may be required to provide cover to other teams from time to time to work outside your normal place of work. The Trust reserves the right to change your normal place of work to any other location within the Trust.
We will offer you a supportive environment where your contribution is valued and your development is encouraged. This is an exciting opportunity and we would want to hear from you if you are keen to embrace a new challenge.
Main duties of the job
The post holder will be responsible for providing efficient and high-quality clerical support to the Health Visiting and School Nursing teams across Hillingdon and will be an integral part of their team in order to maintain smooth running and operation of their service, working closely with the Operational and Business Support Manager and clinical staff.
The post holder will have excellent interpersonal skills and have the ability to communicate effectively with service users, carers, health professionals and team members.
In addition, the post holder must possess good IT skills and be able to analyse and interpret data. They will be required to help maintain clinical database systems, and assist with clinical audits and information monitoring.
The post holder will work under own initiative with a flexible and adaptable approach to the job role in order to meet the changing service needs.
This role will involve a high level of discretion and confidentiality as the post holder will come into contact with some sensitive patient and staff data and information.
Working for our organisation
We’re passionate about delivering first-class patient-centred, safe and effective care. Patients are at the heart of everything we do.
With a diverse culture and equally diverse range of opportunities across mental health, community services, addictions, eating disorders, learning disabilities and more – whatever stage of your career you're at, there's always a place for you at CNWL.
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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."
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.
Detailed Job Description And Main Responsibilities
- Deal with telephone enquiries from health professionals, service users, service user families, carers and team members in an informed and sympathetic manner, taking into account mental/physical health needs, and cultural or language barriers. Taking and passing on messages promptly and taking action where necessary.
- To provide and receive complex and sensitive information using tact and diplomacy.
- To act in accordance with the Service in processing new referrals. This includes but is not limited to: allocating referrals, completing Excel spread sheets and making sure all administration processes for each referral are adhered to with speed and fluency.
- To create/accept referrals within the Systemone platform and highlight for clinical triage. To assist with onward referrals to other teams.
- To monitor Systemone wait lists and caseloads and assist with the allocation of patients and entering patient details into appropriate health care professionals’ diaries.
- To regularly access and monitor the generic email systems, responding to all queries or redirecting as appropriate.
- Maintain service line databases for record keeping, ensuring accurate reporting.
- Complete regular archiving of patient notes in line with trust policies and procedures.
- To act as Subject Access Coordinator for the service, attend required training, and follow the Trust’s policies and procedures.
- To provide administration support for service line clinicians.
- To undertake word processing tasks such as letters and memos, reports, notices, and e-mails, including via dictation software.
- To undertake the photocopying and distribution of documents, processing of correspondence and general clerical duties as required.
- To maintain and monitor stock as required and use set processes for ordering of goods/supplies.
- To have the ability to use the E-procurement system and raise any queries/issues when necessary. To support procurement processes for service line, including ordering, liaison, receipting, and invoice processing.
- To have a comprehensive understanding of computer software such as MS Office and to be the lead on using SystmOne.
- To collate and present activity data for service and management meetings and for monthly and ad hoc statistical returns via Tableau or other.
- To assist with the training of new staff members and bank staff as and when necessary.
- To co-ordinate, monitor and record the mandatory training for the department ensuring that staff are reminded when training is due (if applicable).
- To organise, attend and contribute to the departmental and service meetings, which may include room/venue booking, distribute agendas, take and distribute minutes, and action any decisions made by the team as appropriate.
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Person specification
Qualifications
Essential criteria
- GCSEs or equivalent in Maths and English
Experience
Essential criteria
- Experience of working in administrative capacity
- Understanding of Equal opportunities and diversity
- Understanding of data protection & confidentiality
Desirable criteria
- Experience of working in a customer care setting
- Experience of working in a healthcare setting
- Knowledge of Patient Appointment/Database Systems i.e. SystmOne
Skills
Essential criteria
- Demonstrable knowledge of MS Word, Outlook, MS Teams and Excel
- Accurate data entry and typing skills
- Excellent written and verbal communication skills
- Able to work to a high level of accuracy and with attention to detail
- Demonstrable Knowledge of using different systems and databases
- Ability to work unsupervised
- Excellent time management skills, with the ability to work effectively under pressure, meet deadlines and prioritise workload
- Ability to work within a team
Personal Qualities
Essential criteria
- Self motivator
- Capacity to manage a demanding workload
- Good inter-personal skills
- Good team player
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