Hospital Administrator

NHS; City Of London; On-site; GBP 25,000; Full time

Job summary

A healthcare provider in London is seeking a Hospital Administrator to deliver comprehensive administrative support for clinical teams. Responsibilities include managing financial records, assisting with recruitment, and ensuring compliance with health regulations. Candidates should have strong customer service skills, IT competency, and at least 2 GCSEs, including English and Maths.

Qualifications

• Experience of working with the public.
• Proficient in Excel for financial tasks.
• Knowledge of office procedures and clerical work.

Responsibilities

• Provide administrative support to clinical teams.
• Manage petty cash and financial records.
• Assist with recruitment and training of new staff.

Skills

Customer service

Financial numeracy

IT systems knowledge

Attention to detail

Education

At least 2 GCSEs/O levels

Job description

Job Summary

To provide administrative support to the clinical and support services teams. Deal with queries from the residents, public, staff, other businesses over the phone, via email or face to face. The Hospital Administrator is responsible for delivering a wide range of administrative support across the unit, including reception duties, finance support, and support for the Senior Management Team (SMT). This role requires a high level of administrative competence and attention to detail across all aspects of the role. The post holder will play a key role in ensuring the smooth operation of the unit.

Main duties of the job

Provide comprehensive administrative services to support the unit's daily operations.

• Support the reception area by serving as the first point of contact for visitors and inquiries.
• Order supplies as required.
• Control and regularly reconcile petty cash/residents funds held on trust by the Company/staff expenses.
• Support finance operations through effective administrative tasks, including invoice handling, data entry, reconciliation, and reporting. Ensure timely and compliant execution of financial procedures. Maintain attention to detail and organisational skills in managing financial documentation, processing transactions, and maintaining accurate records.
• Proficient in financial numeracy and elementary use of Excel, with the ability to process supplier invoices, liaise with approvers, and accurately record transactions within the accounting system.
• Oversee end-to-end time-recording operations for payroll and other purposes, respond to payroll-related inquiries, and ensure timely and precise submission of payroll information to the payroll processor.
• Assist in the coordination and documentation of governance activities, including the preparation of meeting minutes, and action logs.
• Support the Hospital Director and SMT to collect and collate evidence for CQC inspections and compliance with CQC standards.
• Manage databases related to incidents.
• Provide administrative assistance to the Hospital Director and SMT including scheduling, meeting coordination, and report preparation.
• Assist in the preparation and circulation of governance meeting agendas, minutes, and supporting documents.
• Provide routine information to residents and carers in relation to appointments, correspondence, information, venues/security.
• Establish and maintain effective communication networks within the unit and with external stakeholders. Liaise with all levels of staff.
• Provide cover for colleagues, working flexibly to meet the needs of the service.
• Assist with the recruitment and induction of new staff and participate in staff training.
• Keep updated on all relevant policies, procedures, and best practices to ensure compliance and continuous professional development.
• Ensure adherence to health and safety regulations within the unit, support the maintenance of a safe working environment, and contribute to risk assessments and incident prevention strategies.
• Be aware of and abide by all relevant policies and procedures e.g. Fire, Health & Safety, Infection Control, Information Governance and Confidentiality.
• Plan and organise own day-to-day tasks within the parameters set out by the Hospital Director and plan and organise a range of straightforward tasks as directed by the Hospital Director/SMT.

About Us

Ashness House is a 26-bed inpatient service for males with severe and enduring mental health illness, co-morbid physical health problems and complex needs. It provides specialist MDT assessment, treatment and support to stabilise symptoms and help service users gain or regain the skills and confidence to live successfully in the community. A holistic approach to care and treatment by a multi-disciplinary team will facilitate assessment, monitoring and review of both mental and physical wellbeing. Once service users have stabilised, the recovery goal is to move on to a pathway of community rehabilitation, supported living and then independent living. Our aim is to reduce the length of stay, improve functional wellbeing and general quality of life.

Details

Date posted: 25 September 2025

• Pay scheme: Other
• Salary: £25,000 a year
• Contract: Permanent
• Working pattern: Full-time
• Reference number: L0122-25-0004
• Job locations: 2-6 Jersey Avenue, Stanmore, Middlesex, HA7 2JQ

Job Description

Job responsibilities

• General Administrative Support: Provide comprehensive administrative services to support the unit's daily operations.
• Support the reception area by serving as the first point of contact for visitors and inquiries.
• Make judgments resolving problems of a customer service or administrative nature within appropriate limits, referring anything or a more complex nature to more senior staff.
• Order supplies as required.
• Control and regularly reconcile petty cash/residents funds held on trust by the Company/staff expenses.
• Accurate recording of information. Contribute to team meetings.
• Supports finance operations through effective administrative tasks, including invoice handling, data entry, reconciliation, and reporting. Ensure timely and compliant execution of financial procedures. Attention to detail and organisational skills in managing financial documentation, processing transactions, and maintaining accurate records.
• Proficient in financial numeracy and elementary use of Excel, with the ability to process supplier invoices, liaise with approvers, and accurately record transactions within the accounting system.
• Oversee end-to-end time-recording operations for payroll and other purposes, respond to payroll-related inquiries, and ensure timely and precise submission of payroll information to the payroll processor.
• Assist in the coordination and documentation of governance activities, including the preparation of meeting minutes, and action logs.
• Support the Hospital Director and SMT to collect and collate evidence for CQC inspections and compliance with CQC standards.
• Manage databases related to incidents.
• Provide administrative assistance to the Hospital Director and SMT including scheduling, meeting coordination, and report preparation.
• Assist in the preparation and circulation of governance meeting agendas, minutes, and supporting documents.
• Provide routine information to residents and carers e.g. in relation to appointments, correspondence, information, venues/security.
• Establish and maintain effective communication networks within the unit and with external stakeholders. Liaise with all levels of staff.
• Provide cover for colleagues, working flexibly to meet the needs of the service.
• Assist with the recruitment and induction of new staff. Participate in staff training.
• Keep updated on all relevant policies, procedures, and best practices to ensure compliance and continuous professional development.
• Ensure adherence to health and safety regulations within the unit. Support the maintenance of a safe working environment, contributing to risk assessments and incident prevention strategies.
• Be aware of and abide by all relevant policies and procedures e.g. Fire, Health & Safety, Infection Control, Information Governance and Confidentiality.
• Plan and organise own day-to-day tasks within the parameters set out by the Hospital Director. Plan and organise a range of straightforward tasks as directed by the Hospital Director/SMT.

Person Specification

Experience

• Essential
• Experience of working with the public.
• Knowledge of IT systems.

Qualifications

• Essential
• At least 2 GCSEs/ O levels (or equivalent) to include English and Maths.
• Standard keyboard skills e.g. RSA2, ECDL or demonstrable experience within A&C field at standard level.
• To have some knowledge of office procedures, clerical/reception work.
• Literate and numerate.

Disclosure and Barring Services 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 to check for any previous criminal convictions.

Employer details

Pathfinder Ashness Care, 2-6 Jersey Avenue, Stanmore, Middlesex, HA7 2JQ