D2A & IRCH Administrator

Central and North West London NHS Foundation Trust; Uxbridge; On-site; GBP 24,000 - 30,000; Full time

Job summary

Central and North West London NHS Foundation Trust in Hillingdon is seeking an Administrator to join the Discharge to Assess (D2A) service and Integrated Response Care Hub (IRCH). You will provide administrative and coordination support to ensure timely patient discharge, accurate records and smooth referrals, working with clinicians and partner agencies.

The role requires meticulous organisation, strong communication and the ability to manage competing priorities in a busy health environment,

Qualifications

• Experience in an administrative capacity.
• Understanding of Data Protection and confidentiality.
• Knowledge of healthcare settings or patient records is desirable.

Responsibilities

• Receive, process and track referrals, ensuring information is accurate and recorded promptly.
• Maintain current caseloads, patient records and activity trackers.
• Support clinicians and service leads with allocation and coordination of tasks.
• Act as administrative contact for internal teams, hospital colleagues and partners.
• Arrange appointments, multidisciplinary meetings and daily service activities.
• Follow up outstanding information and escalate delays or concerns.
• Collect data, prepare reports and support audits and service improvements.
• Maintain confidentiality and comply with Trust policies.

Skills

MS Word

Outlook

MS Teams

Excel

Data entry

Communication

Time management

Education

GCSE Maths and English

Tools

SystmOne

Job description

Job Overview

An exciting opportunity has arisen for a motivated, organised and proactive Administrator to join the Discharge to Assess (D2A) service and Integrated Response Care Hub (IRCH) within CNWL NHS Foundation Trust in Hillingdon.

The postholder will provide comprehensive administrative and coordination support to both services, which play an important role in supporting patients within the community, facilitating safe and timely hospital discharge, and helping to prevent avoidable hospital admissions.

Working closely with clinicians, service leads, hospital colleagues and community partners, the successful candidate will support effective communication, accurate record-keeping, referral management and patient flow. The role requires excellent organisational skills, attention to detail, the ability to prioritise competing demands and a commitment to maintaining confidentiality.

We are looking for someone who is adaptable, approachable and able to work independently as well as part of a multidisciplinary team. The successful candidate will contribute to the smooth running of both services and help ensure that patients receive coordinated, responsive and high-quality care.

Main duties of the job

• Receiving, processing and monitoring referrals, ensuring information is accurate and complete.
• Maintaining up-to-date patient records, caseloads, activity trackers and service databases.
• Supporting patient flow by liaising with clinicians, hospital teams, community services and partner organisations.
• Coordinating appointments, meetings, multidisciplinary team discussions and daily service activities.
• Supporting clinical teams with administrative tasks to facilitate timely assessments, interventions and discharge planning.
• Identifying and escalating missing information, delays, capacity concerns or barriers to patient flow.
• Preparing reports, collecting activity data and supporting audits, governance processes and performance monitoring.
• Maintaining confidentiality and complying with Trust policies, information governance requirements and data protection legislation.

The postholder will need to manage competing priorities, communicate effectively with a range of professionals and contribute to a responsive, patient‑centred service.

Our values

• Compassion: Our staff will be led by compassion and embody the values of care outlined in our Staff Charter.
• Respect: We will respect and value the diversity of our patients, service users and staff, to create a respectful and inclusive environment, which recognises the uniqueness of each individual.
• Empowerment: We will involve, inform and empower our patients, service users, carers and their families to take an active role in the management of their illness and adopt recovery principles. We will ensure our staff receive appropriate direction and support, to enable them to develop and grow.
• Partnership: We will work closely with our many partners to ensure that our combined efforts are focused on achieving the best possible outcomes for the people we serve.

Detailed Job Description And Main Responsibilities

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.

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

The Administrator will provide day-to-day administrative and coordination support across D2A and IRCH, contributing to effective service delivery and the safe, timely management of patients.

Referral and Caseload Management

• Receive, process and track referrals, ensuring information is accurate, complete and recorded promptly.
• Maintain current caseload lists, patient records and activity trackers.
• Support clinicians and service leads with the allocation and coordination of administrative tasks in line with agreed procedures and service capacity.

Communication and Coordination

• Act as a key administrative contact for internal teams, hospital colleagues, community services and partner organisations.
• Support daily coordination, multidisciplinary meetings, case discussions and appointment arrangements.
• Follow up outstanding information and elevate delays or concerns to the appropriate person.

Data, Governance and Reporting

• Maintain accurate records and databases, ensuring confidentiality and compliance with Trust policies.
• Collect and collate activity information, prepare reports and support audits and service improvement initiatives.
• Assist with monitoring patient flow, identifying administrative issues and escalating risks appropriately.

General Administration

• Manage telephone calls, emails, correspondence and document preparation.
• Organise meetings and maintain relevant records and action logs.
• Undertake other duties appropriate to the role, supporting the effective operation of both services.

The postholder must demonstrate professionalism, initiative, accuracy, flexibility and a commitment to teamwork and high‑quality patient care.

For further information about the advertised role, please refer to the job description & person specification included in the documents section of this advert.

Person specification

Experience

Essential criteria

• Experience of working in an 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 corporate/call centre environment
• Experience of working in a healthcare setting
• Knowledge of Patient Appointment/Database Systems i.e. SystmOne

Skills And Abilities

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
• Able 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
• Able to deal with difficult/emotional callers

Education

Essential criteria

• GCSE (A* - C) or equivalent in Maths and English

Personal Qualities

Essential criteria

• Self motivator
• Capacity to manage a demanding workload
• Good inter-personal skills
• Good team-player