Admin Manager/PA to Head of Healthcare | Oxleas NHS Foundation Trust

Oxleas NHS Foundation Trust; Greater London; On-site; GBP 35,000 - 45,000; Full time

Job summary

A healthcare organization is seeking an experienced Administration Manager/PA to provide high-quality administrative support within a diverse healthcare team. You will coordinate administrative functions and manage multiple tasks effectively, ensuring a smooth operational flow. Ideal candidates will have strong interpersonal skills and experience in a healthcare setting. This position requires the ability to take ownership of administrative processes while supporting the healthcare team.

Qualifications

• Experience in administrative support in a healthcare setting.
• Ability to manage multiple tasks with attention to detail.
• Strong interpersonal skills to deal with a variety of people.

Responsibilities

• Provide high-quality secretarial support to the Head of Healthcare.
• Oversee a team of Administrators within a small administration team.
• Coordinate efficient administrative functions.

Skills

Confidential secretarial support

Diary management

Communication skills

Data extraction

Finance management

Team leadership

Tools

SystmOne

Job description

Are you ready to unlock your potential within a challenging, creative and fast paced work environment? Do you want to work with people to build positive and productive lives, whatever their past?

This is an excellent opportunity for an Administration Manager/PA to join our team of diverse, talented professionals to assist in delivering care that is not only efficient but deeply centred on the patient.

Our healthcare teams resemble that of a community GP practice, with a specific healthcare building on the prison grounds. We directly deliver Mental Health, Physical Health, Pharmacy and Clinical Substance Misuse in an integrated healthcare delivery model to provide effective and responsive care to improve wellbeing and support better outcomes in the future.

Important Sponsorship Information

We are currently unable to offer a certificate of sponsorship for this post.

Role Overview

As an Administration Manager you will be providing high quality, confidential secretarial and administrative service support to the Head of Healthcare and MDT. You will be required to use independent judgement, work proactively without direct supervision and prioritise your own workload using your own initiative.

You will be working in a small administration team and oversee a team of Administrators.

Key Duties

• Co‑ordinating the administrative function in delivering an efficient and effective service that supports the managers.
• Effective diary management – scheduling appointments, 1:1s, etc.
• Email & telephone management – monitoring emails on a daily basis and flagging up urgent e‑mails, screening phone calls, passing on messages.
• Clinical record keeping and activity/data extraction and collation for reporting in SystmOne.
• Meeting support – minute taking, producing agendas, distributing papers.
• Act as first point of contact for the Head of Healthcare and other healthcare professionals – dealing with all enquiries in a proactive manner.
• Finance – approving invoices and raising purchase orders.
• Dealing with complaints.
• Personnel/HR reporting – sickness, annual leave, rota's.

Values and Purpose

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

All Applicants Must Undertake National Security Vetting

All applicants must be willing to undertake National Security Vetting in order to work in a Prison Setting. This will be completed as part of the pre‑employment checks through Oxleas and the prison vetting team.

Required Documents

• Proof of right to work documentation
• Proof of ID – one photographic ID
• Proof of address documentation
• Non‑UK passport holders – correct documentation (right to work in the UK) and a Home Office Share code.
• 5-year address history
• If applicant is a UK passport holder who has lived abroad for >6 months in last 3 years – certificate of good conduct or overseas police check in English.
• Police Certificate – in English, if less than 5 years UK address history.
• Overseas police checks – guidance link: https://www.gov.uk/government/publications/criminal-records-checks-for-overseas-applicants
• Embassy / High Commission contact details via FCO website: http://www.fco.gov.uk/en

Closing Date

This advert closes on Wednesday 29 Oct 2025.

About Oxleas

Oxleas offers a wide range of NHS healthcare services to people in community and secure environment settings, including community health care, learning disabilities care, mental health care, speech and language therapy, nursing and therapies. Our multidisciplinary teams look after people of all ages and work in close partnership with other parts of the NHS, local councils and the voluntary sector. We have 4,300 members of staff across many settings, with 125 sites across South England. Our purpose is to improve lives by providing the best possible care to our patients and their families.