Duty Administrator

Central and North West London NHS Foundation Trust; Uxbridge; Híbrido; GBP 33.000 - 36.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Regular supervision

Senior management visibility

Flexible working

Remote working option

Descripción de la vacante

Central and North West London NHS Foundation Trust is seeking a Duty Administrator to support clinical and support services within Hillingdon Community Mental Health Hubs. You will manage clerical tasks, patient records in SystmOne, and appointment coordination to enable clinicians to focus on patient care.

The role requires strong organisational skills, IT proficiency with MS Office and SystmOne, and the ability to communicate sensitively with patients and staff.

Formación

• GCSEs including Maths and English are required.
• NVQ Level 3 in Business and Administration is desirable.
• Experience in a fast-paced office environment, preferably NHS, is beneficial.

Responsabilidades

• Maintain confidential patient records and referrals.
• Coordinate initial assessments and referrals, follow-ups, and reminders.
• Answer calls, emails, and inquiries; draft letters and reports.

Conocimientos

Typing speed 40 WPM

Microsoft Office

SystmOne knowledge

Excellent communication

Educación

GCSEs including Maths and English

NVQ 3 in Business & Administration

Experience in an office environment (NHS preferred)

Herramientas

SystmOne

MS Teams

Outlook

Excel

Word

PowerPoint

Descripción del empleo

Central and North West London NHS Foundation Trust

Duty Administrator

The closing date is 23 October 2026

Anadministrative role in a mental health unit involves supporting the smooth operation of clinical and support services by managing clerical, organisational, and logistical tasks. These roles are critical for ensuring that healthcare professionals can focus on patient care while administrative staff handle the behind-the-scenes coordination. You'll need to be able to provide comprehensive administrative support to the medical consultants, team managers and team leads within all 3 teams at the Hillingdon Community Mental Health Hubs.

Main duties of the job

• Maintain accurate and confidential patient records, including intake forms, treatment plans, progress notes, and discharge summaries. Opening and closing referrals where needed
• Ensure compliance with data protection laws (e.g., GDPR) and organisational policies.
• Organise and update electronic health records SystmOne.

Appointment Scheduling and Coordination

• Manage initial assessment appointment
• Coordinate referrals, follow-ups, and group therapy sessions.
• Handle cancellations, rescheduling, and reminders for patients and staff.

Communication and Correspondence

• Answer incoming calls, emails, and inquiries from patients, families, and external healthcare providers.
• Draft and send letters, reports, and notifications (e.g., appointment confirmations, treatment summaries).
• Liaise between patients, families, and healthcare teams to relay information sensitively and professionally.

About us

CNWL NHS Foundation Trust is committed to workforce development and is keen to enable the successful applicant to innovate and evolve with the service. In Hillingdon Community Mental Health Hubs (CMHH) we work with adults covering the Hillingdon borough and we are based at Mill House within walking distance from the Uxbridge Town centre.

We are service user-led and work with adults with mental and physical health issues who require support from a multidisciplinary approach. We have recently transformed to the new Hub model and therefore it is an exciting opportunity to join the team when services are changing to be more responsive to the service users within the Hillingdon borough.

We are a multidisciplinary service, comprising of mental health nurses, occupational therapists, psychiatrists, psychologists, social workers, employment specialists, and peer support workers. The team is supported by a good administrative system and offers an excellent work environment. The team has good links with local statutory and non-statutory services.

• We offer Regular individual supervision
• We work within a dynamic team with visibility of the Senior Management Team
• Opportunities for flexible working and some remote working

Job 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 continuously held a Skilled Worker visa since prior to 04/04/2024.

As such, if you dont 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

To work independently without close supervision, prioritising own workload in a busy environment with frequently conflicting demands, knowing when to elevate issues or concerns and when to ask for support or assistance from others

To screen referrals coming into the service and add to the waiting list for triage at the daily meeting

To attend daily triage meetings, taking minutes and outcoming the associated plans

To attend weekly MDT meetings in the managers absence, take minutes and outcome the associated plans.

To be able to work using the Microsoft package including MS Teams, Zoom and other digital and virtual platforms as required. Including Outlook, Word, Excel and PowerPoint.

Management of booking screens ensuring appointments are booked within KPI timeframes

To deal with telephone enquiries acting where necessary.

To provide a meet and greet service for the office, dealing with patients and members of the public in an informed and sympathetic manner.

To regularly collect and distribute internal and external mail.

To be able to meet deadlines and to manage time effectively.

To receive and actively contribute to regular supervision and annual appraisals with line manager.

Communication

To attend and actively participate in any relevant team meetings and training sessions as required.

To liaise closely with all colleagues on matters relating to client care, service organisation and delivery.

To establish and maintain effective lines of communication within the team with service users and with acute and community services/agencies including voluntary services.

Education

• Educated to GCSE Level or equivalent including qualifications in Maths and English or NVQ level 3 Business and Administration or Experience work in an office environment - preferably NHS

Experience

• Experience of working in a fast-paced and complex environment, requiring attention to detail despite distractions and challenges
• Experience of working within a mental health care setting
• Experience of working as an administrator in an outpatient setting

Skills

• Minimum of 40 WPM typing speed
• Good working knowledge of Microsoft Office packages including: Outlook, Teams, Excel, Word and PowerPoint as well as other digital platforms including Zoom
• Excellent verbal and written communication skills.
• Good working knowledge of SystmOne

Knowledge

• Understanding and practical application of principles of Equal Opportunities and Confidentiality
• Familiarity with Medical Terminology
• Understanding and experience of working with adults with mental health difficulties
• Experience of using clinical and non-clinical systems for patient records, ordering stock, record archiving and others.

Abilities

• Excellent time management and organisational abilities.
• Ability to manage and prioritise own workload with little supervision.
• Ability to act appropriately in stressful situations.
• Flexible approach to work
• Ability to work in and as part of a team and unsupervised.
• Ability to work with competing priorities and within agreed timescales
• Ability to focus on completing and finishing tasks, even when there are distractions and obstacles requiring self-motivation, determination and drive

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer name

Central and North West London NHS Foundation Trust

£33,262 to £36,027 a yearPer annum Incl. HCAS