Senior Administrator

Central and North West London NHS Foundation Trust; Greater London; On-site; GBP 25,000 - 32,000; Full time

Job summary

Central and North West London NHS Foundation Trust is seeking a dedicated full-time Band 4 Senior Administrator for Westminster Talking Therapies. You will manage the central inbox, handle calls, input patient data, and maintain filing systems across North and South hubs.

You will support psychologists, assistants, trainees, and interns with administrative tasks in a busy, patient-focused setting. The role emphasizes accurate data entry, professional communications, and effective workload

Qualifications

• Good command of written and spoken English and precise typing abilities.
• Essential secretarial experience with reception duties and data handling.
• Experience in health-related environment is desirable.

Responsibilities

• Manage the department's central inbox and handle telephone calls with professionalism.
• Input and update patient details and statistics in information systems.
• Maintain accurate filing systems and stock levels of stationery.
• Provide receptionist duties and liaise with internal and external contacts.
• Supervise administrative staff and manage office equipment.

Skills

Excel

Email systems

Database management

Education

RSA III or Secretarial qualification

A level or equivalent

University degree (desirable)

Tools

Microsoft Word

Microsoft Excel

Microsoft Access

Job description

Job Overview

We are seeking a dedicated and organised full-time Band 4 Senior Administrator to join our Westminster Talking Therapies department, supporting our teams across both the North and South hubs. We would particularly welcome applications from individuals with proven administrative experience who are meticulous, patient, and resilient. The ideal candidate will thrive in a structured environment, demonstrating empathy and patience not only with our service users but also when navigating necessary bureaucracy and supporting our clinical team. The successful candidate will be a key player in our service, requiring a genuine enjoyment for working with a range of software. Essential skills include proficiency with Excel spreadsheets, email systems, and in-house databases. You will need to write clear, tactful, and professional emails in excellent English, and possess the ability to effectively prioritise a busy workload with multiple demands. The primary responsibilities of this post will be to manage the department’s central inbox, handle telephone calls, maintain our database, and serve as a helpful first point of contact for queries from stakeholders, staff and patients. This role is central to delivering competent and compassionate patient care by providing comprehensive administrative support to our team of qualified psychologists, assistants, trainees, and interns. Key responsibilities include ensuring the smooth day-to-day operation of the office. This involves serving as a key point of contact by answering the main telephone line, responding to emails in a timely and professional manner, accurately inputting data, and coordinating responses to Subject Access Requests (SARs). As a valued member of our administrative team, you will also be responsible for maintaining accurate patient records, ordering departmental supplies via the CNWL electronic procurement system, and submitting requests for departmental works as needed. The successful candidate will be able to take full ownership of their own workload, demonstrating initiative and reliability while working effectively under appropriate supervision.

Working for our organisation: The postholder will be employed by CNWL NHS Foundation Trust. 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.

Detailed Job Description And Main Responsibilities

Administrative & Secretarial

• To be responsible for the day to day management of the office and the development, implementation and maintenance of high quality office practices and procedures to ensure that all non-clinical requirements of the team are met.
• To provide a receptionist service for the service as required. To deal with telephone calls, correspondence and direct contacts with clients and other internal or external agencies in an appropriate and professional manner, using judgement and discretion where necessary and to refer complex matters or matters relating to clinical risk to relevant senior members of staff.
• To prepare documents by copy or audio typing using Microsoft office software (letters, memos, reports etc) for approval as directed, ensuring that all policies and procedures are adhered to.
• To be fully conversant with computer packages, promoting good presentation, including word-processing and spreadsheets.
• To arrange meetings and training events for the team as and when required.
• To act as secretary at meetings if required, taking and distributing minutes as appropriate.
• To set up and maintain an effective filing system for the department.
• To take responsibility for ensuring that adequate stock levels of stationery and other clinical equipment are maintained at all times as required and order/procure regularly as needed.
• To maintain a central record of annual leave, sickness, study and authorised and unauthorised absences when required.
• To ensure that the record of availability of staff on a daily basis is updated for all staff.
• To carry out a range of administrative tasks (post, faxes, photocopying, taking messages etc).
• To liaise with internal and external suppliers and ensure that adequate stock levels of stationery and other non-clinical equipment are maintained at all times.

Patient Administration

• To input and retrieve patient details and statistical data into the relevant patient information system.
• To make sure information is updated on the data systems in use in the various phases of the referral process including post assessment, treatment and closure of cases.
• To be responsible for the administration and coordination of clients seen in the IAPT service where ever the location of the clinic.
• To set up and maintain a filing system and to record the movement of patients’ casenotes according to Trust policy and procedures.
• To assist in carrying out regular checks and annual audit of client case notes and ensure that notes are archived as and when appropriate. To be aware of the Data Protection Act.

Site Administration

• To report all request for repairs through the Facilities /Site Services Manager.
• To have an understanding of health and safety regulation and assist in maintaining a safe environment for clients and visitors to the department in accordance with fire, health and safety procedures.

Communication

• Patients, carers and relatives – Non-clinical advice and information
• Visitors/Public – Non clinical advice and information
• Medical and Nursing staff – receives and provides information relating to patients
• General Practitioners – receives and provides information relating to patients and the service
• Voluntary agencies – receives and provides information relating to patients and the service

Management of Resources

• To supervise the work of temporary and permanent administrative staff as and as required & appropriate.
• To be responsible for data base management and the maintenance of office equipment within the service.
• To develop relationships with internal and external agencies.

Training

• To participate in local induction of new employees to the team.
• To participate in the Trust’s supervision and appraisal programme.
• To undertake any necessary training that is required to fulfil the objectives of the post and enhance personal knowledge and development.

Person specification

Qualifications

Essential criteria

• Good command of written and spoken English. English at GCSE or other equivalent qualification
• Educated to A level standard or equivalent qualification
• RSA III or equivalent Secretarial qualification

Desirable criteria

• Educated to University Degree level
• Recognised qualification in the use of computer software e.g. Microsoft Word, Excel, Access.

Experience

Essential criteria

• Significant experience as a Secretarial/Administrative experience in a senior role.
• Experience of providing receptionist duties and dealing with members of the public both face to face and on the phone.
• Experience of working with staff at senior level
• Experience of working in health or health related environment

Desirable criteria

• Work within multidisciplinary teams.
• Experience of staff supervision/management

Skills

Essential criteria

• A comprehensive working knowledge of the use of Miscrosoft Office software – Word, Excel, Powerpoint and Access.
• Must be numerate and able to provide statistical data clearly and accurately.
• Must have good organisational skills and ability to work on own initiative.

Desirable criteria

• Audio Typing
• Speedwriting/Shorthand