Practice Administrator

West London NHS Trust; Southall; On-site; GBP 20,000 - 24,000; Full time

Job summary

West London NHS Trust is seeking a Practice Administrator to join the Primary Healthcare team. You will provide administrative, secretarial, and reception support to GPs, nurses, dentists, chiropodists and opticians, coordinating appointments and referrals in a fast-paced environment.

You will manage diaries, take minutes, organise meetings, and maintain records across wards and external providers. A proactive and detail‑oriented approach will help ensure timely patient access to care.

Qualifications

• GCSE level or higher (grade C or above).
• RSA, shorthand/typing.
• NVQ in Administration level 2 or equivalent or significant relevant experience or NVQ level 3.
• Significant administrative experience, including diary management.
• Experience taking minutes and organising meetings, some at senior level.
• Experience within NHS/primary healthcare, ideally in mental health.

Responsibilities

• Coordinate appointments and manage referrals for a multidisciplinary team.
• Track patient pathways and provide comprehensive administrative and secretarial support.
• Maintain efficient booking systems for clinics and liaise with wards and external providers.
• Arrange meetings, take minutes, and manage records and databases.
• Ensure a welcoming, professional environment within the Primary Healthcare Centre.
• Support service delivery and contribute to continuous service improvement.

Skills

Diary management

Minutes taking

Meeting coordination

Multidisciplinary teamwork

PowerPoint

Administrative support

Education

GCSE or higher

RSA shorthand/typing

NVQ in Administration (level 2 or 3)

Tools

RIO/EMIS

PowerPoint

Job description

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

Looking for a rewarding administrative role where you can make a real difference?

West London Forensic Services is seeking an enthusiastic and highly organised Practice Administrator to join our dedicated Primary Healthcare team. This is an exciting opportunity to play a key role in supporting the delivery of high-quality physical healthcare services within our low and medium secure wards.

As the first point of contact for the service, you will provide comprehensive administrative, secretarial, and reception support to a multidisciplinary team, including GPs, nurses, dentists, chiropodists, and opticians. No two days are the same, making this an ideal role for someone who enjoys a varied and fast-paced working environment.

Main duties of the job

As a Practice Administrator within the Primary Healthcare Service, you will play a vital role in ensuring the smooth day-to-day delivery of healthcare services across West London Forensic Services. Working as part of a busy multidisciplinary team, you will coordinate appointments, manage referrals, track patient pathways, and provide comprehensive administrative and secretarial support to a range of healthcare professionals.

You will be responsible for maintaining efficient booking systems for clinics, liaising with wards and external healthcare providers, coordinating referrals to secondary care services, and ensuring patients receive timely access to treatment and follow-up care. The role also involves organising meetings, taking minutes, managing records and databases, maintaining supplies and equipment, and helping to create a welcoming and professional environment within the Primary Healthcare Centre.

This is a varied and rewarding position that requires excellent organisational skills, attention to detail, and the ability to manage multiple priorities while contributing to the delivery of high-quality patient care. You will work closely with colleagues across a range of disciplines and play a key role in supporting the effective operation and continuous development of the service.

Working for our organisation

West London NHS Trust is one of the most diverse providers of mental health, community and social care in the UK.

Our 3,982 staff care for people in hospital and in the community, helping them to recover and go on to lead full and productive lives. We aim to be the best organisation of our kind in the country.

We provide care and treatment for more than 800,000 people living in the London boroughs of Ealing, Hammersmith & Fulham and Hounslow, delivering services in the community (at home, in GP surgeries and care homes), hospital, specialist clinics and forensic (secure) units.

Together, we’re committed to promoting hope and wellbeing, working with patients, service users, carers, families and partners across the communities we serve.

We are keen to ensure that our workforce reflects the community it serves, particularly in terms of ethnicity, gender, disability, LGBTQ+ and experience of mental illness.

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

Detailed job description and main responsibilities

Please refer to the attached Candidate Information Pack, which contains further details about the role, including the key duties and responsibilities and the full person specification.

The criteria listed below are a summary of the requirements and will be used to assess your application. Candidates should review the full person specification before applying.

Person specification

Qualifications

• Educated to GCSE level or higher (grade C or above).
• RSA, shorthand/typing
• NVQ in Administration level 2 or equivalent or significant relevant experience or NVQ level 3.

Experience

• Significant administrative experience, some at senior level.
• Good working experience of diary management.
• Experience of taking minutes, some at senior level.
• Good experience of organising conferences, and various meetings some at senior level.
• Demonstrated ability to sustain initiative and direction under difficult circumstances.
• Experience of working within complex teams.
• Previous experience within an NHS, ideally within primary healthcare
• Experience of working in a mental health setting.
• Experience on Power point.
• Rio or EMIS (patient information systems)
• Experience of working within a GP surgery

Knowledge

• Ability to introduce and maintain a range of work procedures and practices – both routine and non-routine.
• Demonstrated ability to work within and show understanding of equal opportunities.
• Good working knowledge of databases
• Understanding of health & safety issues.
• Understanding of the Data Protection Act.

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.

This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.

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.