Healthcare Administrator – HMP Send

Central and North West London NHS Foundation Trust; Greater London; On-site; GBP 80,000 - 100,000; Part time

Job summary

A prominent healthcare organization in Greater London is seeking a Healthcare Administrator to provide essential administrative support within its Prisons Health Care Team. The role involves managing appointments, maintaining patient records, and collaborating in a multidisciplinary environment, ensuring high healthcare standards. Candidates should have GCSE qualifications, NVQ Level 2 in Administration, and a strong grasp of Microsoft Office. The organization offers numerous career development opportunities and extensive benefits.

Benefits

Health and wellbeing services

Season ticket loans

Cycle to work scheme

Discounts through MyTrustBenefits

Qualifications

• Comprehensive knowledge of Microsoft Office software.
• Ability to work in a flexible and organized manner.
• Effective communication skills in English.

Responsibilities

• Provide efficient admin support to healthcare teams.
• Book appointments and manage correspondence.
• Ensure accurate processing of patient records.

Skills

Microsoft Office

Communication Skills

Organizational Skills

Confidentiality

Education

GCSE or higher (grade C or above)

NVQ Level 2 Administration

Job description

Job Overview

Central & North West London NHS Foundation Trust is a Top Employer Award Winner & works in partnership to provide responsive & dependable primary care, mental health, intellectual disability & substance misuse services to the diverse & culturally rich communities we serve.

In our quest to deliver patient-focused quality care we are looking to recruit a highly motivated, innovative & enthusiastic Healthcare Administrator (18.75hrs p/w) to join our forward thinking, friendly & expanding Admin team at HMP Send.

By joining our Prisons Health Care Team, you will not only look after the healthcare needs of our patients residing in secure environments, but also have the opportunity to have a real impact on promoting health & well-being. Our healthcare services work to a 7 day week working model, to ensure our patient's healthcare is managed & maintained to the highest of standards at all times.

Main duties of the job

• To provide efficient and effective administrative support to the Healthcare team comprising primary care, mental health and substance misuse.
• The post holder will be expected to cover a range of administration tasks, which require the exercise of initiative operating within broad guidelines. These require administrative and IT skills.
• The post-holder will be expected to work without immediate supervision and to ensure that all duties are carried out to a high standard.

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.

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

Working for our organisation

Central and North West London NHS Foundation Trust offers its staff ongoing career progression through:

• Monthly supervision
• Annual personal development plans/appraisals
• Access to exciting internal and external training opportunities.

Excellent progression through various career pathway opportunities such as but not limited to:

• Preceptorship Programme
• Support and guidance with Revalidation
• Hidden Gem and annual award ceremonies.

Excellent staff benefits, our benefit packages are amongst the best in London and include:

• Health and wellbeing services
• Season ticket loans
• Cycle to work scheme
• Relocation package (subject to meeting criteria).

The trust also values its staff and you are entitled to become a member of MyTrustBenefits. MyTrustBenefits is an online portal for all CNWL staff, as well as their family and friends. It offers over 1400 discounts at hundreds of retailers nationwide. Save money on your weekly food shops, toiletries, cosmetics, cinema, meals out, holidays, travel and entertainment. You can also access free online courses on a variety of topics, professional and personal, ranging from business management, languages, law and teaching.

All of our sites in Surrey offer free use of the onsite leisure facilities and free parking for staff.

Detailed Job Description And Main Responsibilities

Administration and Communication

• To book internal and external appointments for patients, change and update appointments in line with performance monitoring targets and service policies and procedures.
• To prepare and distribute documents, mainly created using Microsoft office software (letters, memos, reports, discharge summaries, etc) ensuring that all policies and procedures are adhered to.
• To provide a telephone reception service and deal with telephone calls, correspondence and other internal or external agencies in an appropriate and professional manner, using judgement and discretion where necessary and to refer queries as appropriate to relevant members of the clinical team.
• Deal with outgoing and incoming correspondence, ensuring that incoming correspondence is distributed as quickly as possible.
• To support administration team leader and the healthcare teams with co-ordination of meetings, note taking and minute taking.
• To assist with the local induction of new employees to the team.
• Liaise with the IT and Facilities departments, as required, to ensure routine maintenance of equipment and treatment areas is kept up to date and to ensure that office supplies are available.
• Organise requests for medical investigations (blood tests, X-rays etc) and ensure that results are available when required.
• To understand health and safety regulations and assist in maintaining a safe environment for clients and visitors to the department in accordance with fire, health and safety procedures.

Medical Records

• Data entry will mainly be using, but not limited to, Systmone, Nebula and Excel.
• To ensure diligent and accurate processing of patient records and appointments. This will include making sure that NHS numbers, addresses are correct. Data input may be required regarding clinical activities.
• To ensure that all relevant paperwork is scanned and filed correctly in patient records and in accordance with Trust policies.
• To maintain and update information on the clinical database including the processing of referrals, GP registrations, patient subject access requests (SARs), e‑referral processes.
• To develop an understanding of smartcard usage with the NHS spine, GP2GP activities and integrate these into daily activities.
• To develop an awareness and understanding of the ordering systems such as oracle (SBS) for the ordering of medical and office supplies including invoicing and to integrate this into daily activities.

Performance Management

• To collect and input statistical information using spreadsheets, a database or dedicated patient information system.
• To check and ensure that data is accurately recorded for such purposes as hospital appointments, invoices and screening results.
• To assist with collation of monthly performance data and production of reports for internal and external distribution.
• Review reports sent by the performance team or managers, and engage positively in team meetings and supervision sessions as required by the Data Control Manager.

Person specification

Education And Qualifications

Essential criteria

• Educated to GCSE level or higher (grade C or above).
• NVQ Level 2 Administration (or equivalent).

Desirable criteria

• European Computer Driving Licence
• RSA in shorthand/typing
• NVQ Level 3 Administration

Skills & Knowledge

Essential criteria

• A comprehensive working knowledge of the use of Microsoft Office software – Word, Excel and Powerpoint.
• Ability to work in a flexible and organised manner, to prioritise and work to deadlines.
• Ability to communicate effectively in English in writing.
• Confidence to work on own initiative and to consult as needed.
• Must be numerate and able to provide statistical data clearly and accurately.
• Demonstrate effective organisational ability over a wide range of tasks: e.g. filing, diary management, record keeping, statistics.
• Ability to work positively in a team.
• Ability to work under pressure.
• Ability to maintain confidentiality appropriately and understand the issues involved.
• Ability to treat service users with respect and dignity at all times, adopting a culturally sensitive approach, which considers the needs of the whole person.
• Able to build constructive relationships with warmth and empathy, using good communication skills.

Desirable criteria

• Knowledge of Client Administration Systems.
• Knowledge and understanding of medical terminology.

Previous Experience

Essential criteria

• Experience of dealing with members of the public both face to face and on the phone.
• Experience of working in health or health related environment.

Desirable criteria

• Experience of working with databases.
• Substantial experience in administration.
• Work within multidisciplinary teams.

Other

Essential criteria

• The post holder must have the ability to understand and implement the equal opportunities policy at a level appropriate to the job.
• Ability to promote anti-discriminatory and anti-racist practices.