Digital Services Coordinator

West London; London Borough of Ealing; On-site; GBP 31,000 - 32,000; Full time

Job summary

West London NHS Trust is seeking a proactive Administrative Assistant to support Digital Services and the management of mobile phones, tablets and IT assets. You will handle records, orders, stock and provide reception cover, ensuring high-quality service across the Trust.

The role requires strong Microsoft Office skills, attention to detail and the ability to prioritise competing tasks, with NHS experience preferred. This is a fixed-term, full-time post based in London.

Qualifications

• GCSE English and Maths as minimum academic level.
• NVQ3 or equivalent administrative experience.
• Evidence of relevant administrative or customer service training.
• Experience with Microsoft Office applications (Outlook, Word, Excel).
• Knowledge of asset management and telephony systems is desirable.

Responsibilities

• Coordinate Trust mobile phone, telephony and device services, ensuring compliance and service delivery.
• Maintain departmental records and assist with ordering, stock management and admin tasks.
• Provide cover for reception as required.
• Support processing of purchase orders on the Trust's internal finance system.
• Deliver excellent customer service to clinical and non-clinical staff.

Skills

Administrative skills

Communication skills

Attention to detail

Microsoft Office experience

Education

GCSE level including English and Maths

NVQ Level 3 or equivalent

NVQ in administration

Advanced Microsoft applications/database

Tools

Microsoft Office Suite

MDM solutions

Asset management systems

Mobile telephony knowledge

Job description

Use the job search to find and apply for roles using keywords or look at the roles listed below.

Main area Administration Grade Band 3 Contract Fixed term: 12 months (Business Development) Hours Full time - 37.5 hours per week Job ref 222-CORP-A

Site Trust Headquarters Town London Salary £30,630 - £32,346 per annum inclusive Salary period Yearly Closing 23/11/2026 23:59

West London NHS Trust provides a full range of mental health, community and physical healthcare services for children, adults and older people living in the London boroughs of Ealing, Hammersmith & Fulham and Hounslow.

We also provide some specialist services that are commissioned regionally, such as our medium secure services; and nationally, such as the Cassel Hospital for people with complex and severe personality disorder and our high secure services at Broadmoor Hospital.

Job overview

We're looking for a proactive and organised individual to join our Digital Services team. This varied role supports the management of the Trust's mobile phones, tablets, telephony services and IT assets, while providing excellent customer service to staff across the organisation.

The ideal candidate will have strong administrative and communication skills, experience using Microsoft Office, excellent attention to detail, and the ability to manage competing priorities. An interest in technology, asset management or digital services would be beneficial.

This is a great opportunity to join a supportive team and contribute to the delivery of essential digital services across the Trust.

Main duties of the job

• To provide coordination of Trust mobile phone, telephony and mobile device services, supporting staff with communications equipment and ensuring compliance, asset control and service delivery.
• Maintain departmental records, databases. Assist with ordering, stock management and administrative support tasks.
• Provide cover for reception as and when required.
• Provide support to Senior Administrator to support the processing of purchase orders on the Trusts internal finance system
• Ensure excellent customer service is provided to both clinical and non-clinical staff.

Working for our organisation

West London NHS Trust is one of the most diverse healthcare providers in the UK, delivering a range of mental health and physical healthcare and community services. The Trust runs Broadmoor Hospital, one of three high secure hospitals in the country, with an international reputation.

Our high secure services care for patients from South of England and we provide low and medium secure services across eight London boroughs. The Trust also provides mental and physical healthcare in three London boroughs (Ealing, Hounslow and Hammersmith & Fulham). We employ over 5,000 staff, of whom 59% are BME. Our turnover for 2024-25 is over £500m.

The Trust is rated as ‘Good’ overallby the Care Quality Commission. Forensic services are rated as ‘Outstanding’.

The Trust is an established partner and contributor in the development of the evolving North West London Integrated Care System and the Integrated Care Board. The Trust leads the NW London Children and Adolescent Mental Health provider collaborative.

Detailed job description and main responsibilities

The Candidate Pack provides an overview of the key tasks and responsibilities of the role, and the person specification outlines the qualifications, skills, experience and knowledge required. Please view as attached

The person specification below is not the full person specification, but outlines the criteria against which your application form will be assessed.

Qualifications and Training

• Educated to GCSE level (or equivalent), including English and Mathematics.
• NVQ3 or equivalent experience
• Evidence of relevant administrative or customer service training and development.
• NVQ in administration
• Advanced Microsoft applications/database

Experience

• Experience of working in a Digital Services, telecommunications or administrative services,
• Record maintenance. Microsoft Office,
• Customer service or administrative environment.
• Experience of dealing with enquiries by telephone, email and face-to-face.
• Experience of using Microsoft Office applications, including Outlook, Word and Excel.
• Experience of maintaining accurate records and administrative systems.
• Experience of working effectively as part of a team.
• MDM solutions, asset management systems, mobile telephony knowledge.
• NHS experience

Knowledge

• Knowledge of secretarial or administrative procedures and systems,
• Understanding of good customer service principles.
• Basic understanding of confidentiality and information governance requirements.
• Knowledge of office administration procedures and processes.
• Understanding of the importance of accurate data entry and record keeping.

As an employee of West London NHS Trust, you have a responsibility to maintain a sound understanding of, and a commitment to uphold the National Health Service values and principles set out in the NHS Constitution.

We reserve the right to close adverts prior to the closing date stated should we receive a high volume of applications.

By applying for this post you are agreeing to West London NHS Trust transferring the information contained in this application to its preferred applicant management system. If you are offered a job, you will be required to undergo a pre-employment checks which can take between 4-8 weeks . After which your information will also be transferred into the national NHS Electronic Staff Records system (ESR ).

Please ensure you include email addresses for your referees which MUST be at supervisory or managerial capacity covering the last 3 years of employment to date to avoid delay in the recruitment process.

West London NHS Trust is committed to safeguarding all children and vulnerable adults and expects all staff and volunteers to share this commitment.

We encourage the thoughtful use of technology as a demonstration of strong time management and a commitment to innovation. However, we encourage applicants to personalise their recruitment application to showcase their unique skills and experiences.

While AI-generated content can be a helpful tool, relying solely on generic responses instead of highlighting your own strengths and achievements may impact the success of your application. The success of an application will always be assessed against the essential and desirable criteria for the role, so it is important to ensure that your application and any supporting information clearly demonstrate how you meet these requirements.

Employer certification / accreditation badges

At West London NHS Trust, we want you to support you to build a career you can be proud of and this starts before your first day with us. Our people live our values every day as they deliver, manage and work to improve our services to patients, carers, families and other professionals.

We’re committed to making our recruitment process clear and efficient. It’s in everyone’s interest that we get the very best people on board as soon as we can.