Senior Administrator & Ealing Specialist Children's Services

NHS; Southall; On-site; GBP 32,000 - 35,000; Full time

Job summary

A leading healthcare organization is seeking an experienced Administrator to support Ealing Children’s Services. The successful applicant will coordinate administrative functions, supervise a team, and maintain databases. Strong communication and IT skills along with attention to detail are essential. This is a permanent, full-time position in Southall with a competitive salary and provides an opportunity to enhance personal development within a supportive environment.

Qualifications

• Significant experience of working in an administrative capacity.
• Knowledge of System 1 database preferred.
• Experience working in an NHS setting is desirable.

Responsibilities

• Coordinate administrative functions of the Paediatric pathways.
• Supervise a small team of administrative staff.
• Manage the Education Health and Care Plans database.

Skills

Attention to detail

Strong communication skills

Time management

Customer focus

IT skills

Education

GCSE or equivalent in English and Maths

Tools

System One

Microsoft Suite

Job description

Overview

An exciting opportunity has arisen for an experienced Administrator to join Ealing Childrens Services administration team. We seek a highly motivated and committed administrator, who has excellent attention to detail, strong communication skills and a willingness to learn.

The successful applicant will work with members of the administration team supporting clinicians, therapy staff and Paediatric Consultants. He / She will have responsibility for monitoring and supporting the admin pathways, therefore will need to possess good time management skills, be self-motivated with a positive attitude. In addition to these skills all Senior administrators must be customer focused, have an excellent telephone manner with proven IT skills. Knowledge of System One database as well as having experience in Microsoft Suite of programmes would be advantageous.

We reserve the right to close this advert early if we receive a high volume of applications. Please apply as soon as possible.

Main duties of the job

The post holder will work as part of the Ealing Children’s Services administration team to provide a highly effective and competent level of administration support to the smooth running of Ealing's Child Health Services.

He / She will co-ordinate the administrative functions of the Paediatric pathways on a day to day basis working closely with Therapy leads, Paediatric Consultants and broader clinical team to ensure effective administrative support.

The post holder will supervise a small team of administrative staff. This includes managerial supervision, delegation of tasks and responsibility for setting objectives for development.

This role may include the day to day management of Education Health and Care Plans database and communications to and from the Local Authority.

The post holder will be expected to assist in the organisation of the workloads and support audit and preparation of reports.

The post holder is responsible for managing their own workload with a flexible and adaptable approach to the job role in order to meet the changing service needs.

The post holder will have excellent interpersonal skills and have ability to communicate effectively and manage staff. In addition, the post holder must possess good IT skills and be able to analyse and interpret data.

About us

An exciting opportunity has arisen for an experienced Administrator to join Ealing Children's Services administration team. We seek a highly motivated and committed administrator, who has excellent attention to detail, strong communication skills and a willingness to learn.

This is a permanent position within the service for 37.5 hours per week, Monday- Friday with some flexibility on work days/hours.

Ealing Children's Services provide medical and therapy support to children and young people 0-19 years in the London borough of Ealing. The successful applicant will be joining a friendly, forward thinking team and will need to demonstrate resilience, identify areas for improvement, work to deadlines and use their initiative to manage conflicting priorities. There is a well established support, supervision and appraisal system in place which enables the successful candidate to enhance their personal development plan.

Details

Date posted: 04 February 2026

Pay scheme: Agenda for change

Band: Band 4

Salary: £32,199 to £34,876 a year per annum including HCAS (pro rata P/T)

Contract: Permanent

Working pattern: Full-time

Reference number: 333-G-ECP-0665

Job locations: Trust Headquarters, 1 Armstrong Way, Southall, UB2 4SD

Job description

MAIN DUTIES AND RESPONSIBILITIES

Taking on lead responsibility for the administration and delegation of tasks as appropriate. This will include being a staff contact point, organising EHCP requests for therapists and Paediatricians in addition to day to day work supporting a team. Providing input into the development and maintenance of Standard Operating Procedures for the services for which the post holder holds the primary responsibility. To supervise named administrative staff as required, ensuring that staff provide the best possible level of support to clinicians. This includes managerial supervision, delegation of tasks and responsibility for appraisal. Coordination of multidisciplinary clinics and meetings including maintenance of spreadsheets, team diaries, appointments, cancellations and room bookings as appropriate. To be aware of the patient waiting times for allocated services by ensuring that patients are re-booked and seen both within waiting time targets and as necessary for clinical urgency, and to escalate to the Team Leader or Service Manager if this is not possible. Processing and analysing urgent and non-urgent data requests from clinicians and senior managers.

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. Separate provisions are applied to workers who have been sponsored and continuously held a Skilled Worker visa since prior to 04/04/2024. 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. 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

MAIN DUTIES AND RESPONSIBILITIES

Taking on lead responsibility for the administration and delegation of tasks as appropriate. This will include being a staff contact point, organising EHCP requests for therapists, Paediatricians in addition to day to day work supporting a team. Providing input into the development and maintenance of Standard Operating procedures for the services for which the post holder holds the primary responsibility. To supervise named administrative staff as required, ensuring that staff provide the best possible level of support to clinicians. This includes managerial supervision, delegation of tasks and responsibility for appraisal. Coordination of multidisciplinary clinics and meetings including maintenance of spreadsheets, team diaries, appointments, cancellations and room bookings as appropriate. To be aware of the patients waiting times for allocated services by ensuring that patients are re-booked and seen both within waiting time targets and as necessary for clinical urgency, and to escalate to the Team Leader or Service Manager if this is not possible. Processing and analysing urgent and non-urgent data requests from clinicians and senior manager.

Person Specification

Experience

• Significant experience of working in an administrative capacity
• Knowledge of the database System 1
• Understanding of Equal Opportunities and Diversity
• Understanding of Data Protection / Confidentiality

Desirable

• Experience of working in an NHS setting

Qualifications and Education

• GCSE or equivalent in English and Maths

Skills and abilities

• Knowledge of Microsoft suite of programs
• Excellent written and verbal communication skills
• Ability to prioritise own workload
• Ability to work within a team
• Able to deal with difficult / emotional callers
• Accurate data entry and typing skills
• Ability to work unsupervised

Desirable

• Some knowledge of the Education health Care Plan process
• Knowledge of System 1 database
• Knowledge of RTT & waiting times

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 details

Employer name: Central and North West London NHS Foundation Trust

Address: Trust Headquarters, 1 Armstrong Way, Southall, UB2 4SD

Employer's website: https://www.cnwl.nhs.uk/work (Opens in a new tab)