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Team Administrator

Central and North West London NHS Foundation Trust

Uxbridge

On-site

GBP 25,000 - 30,000

Full time

Today

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Job summary

A healthcare organization in London is seeking a highly motivated team administrator to support the 0-19 Service in Hillingdon. The role involves providing administrative support in a busy environment, dealing with inquiries, creating referrals, and ensuring accurate record-keeping. Ideal candidates possess excellent communication, organisational, and IT skills, including experience with MS Office and patient database systems like SystmOne. This is a full-time opportunity with the potential for a rewarding career in healthcare administration.

Qualifications

Experience of working in an administrative capacity.
Understanding of equal opportunities and diversity.
Understanding of data protection & confidentiality.

Responsibilities

Deal with telephone enquiries from health professionals.
Provide and receive complex and sensitive information.
Create referrals within the SystemOne platform.
Maintain service line databases for record keeping.

Skills

Excellent written and verbal communication skills

Demonstrable knowledge of MS Word

Accurate data entry and typing skills

Ability to work unsupervised

Good interpersonal skills

Education

GCSEs or equivalent in Maths and English

Tools

SystmOne

MS Excel

MS Teams

MS Outlook

Job Overview

Are you highly motivated, flexible and conscientious with excellent interpersonal and communication skills? Are you able to work in a busy environment, being organised and maintaining a high level of accuracy and attention to detail? We are looking to recruit a team administrator to join our 0-19 Service in Hillingdon.

The post holder will be based in the South West team situated in Beaufort House, Uxbridge and will also be expected to travel to and attend weekly baby clinics to provide administrative support at local clinics and children’s centres. Please note that, in order to meet the needs of the Trust’s service, you may be required to provide cover to other teams from time to time to work outside your normal place of work. The Trust reserves the right to change your normal place of work to any other location within the Trust.

We will offer you a supportive environment where your contribution is valued and your development is encouraged. This is an exciting opportunity and we would want to hear from you if you are keen to embrace a new challenge.

Responsibilities

Deal with telephone enquiries from health professionals, service users, service user families, carers and team members in an informed and sympathetic manner, taking into account mental/physical health needs, and cultural or language barriers. Taking and passing on messages promptly and taking action where necessary.
To provide and receive complex and sensitive information using tact and diplomacy.
To act in accordance with the Service in processing new referrals, allocating referrals, completing Excel spreadsheets and ensuring all administrative processes for each referral are adhered to with speed and fluency.
Create/accept referrals within the SystemOne platform, highlight for clinical triage and assist with onward referrals to other teams.
Monitor SystemOne wait lists and caseloads, assist with the allocation of patients and enter patient details into appropriate health care professionals’ diaries.
Regularly access and monitor the generic email systems, responding to all queries or redirecting as appropriate.
Maintain service line databases for record keeping, ensuring accurate reporting.
Complete regular archiving of patient notes in line with trust policies and procedures.
Act as Subject Access Coordinator for the service, attend required training, and follow the Trust’s policies and procedures.
Provide administration support for service line clinicians.
Undertake word processing tasks such as letters and memos, reports, notices, and e-mails, including via dictation software.
Undertake the photocopying and distribution of documents, processing of correspondence and general clerical duties as required.
Maintain and monitor stock as required and use set processes for ordering of goods/supplies.
Use the E‑procurement system and raise any queries/issues when necessary; support procurement processes for the service line, including ordering, liaison, receipting and invoice processing.
Have a comprehensive understanding of computer software such as MS Office and be the lead on using SystmOne.
Collate and present activity data for service and management meetings and for monthly and ad‑hoc statistical returns via Tableau or other.
Assist with training of new staff members and bank staff as and when necessary.
Co‑ordinate, monitor and record mandatory training for the department, reminding staff when training is due (if applicable).
Support service lead with HealthRoaster, including recording of annual leave, absence or sickness, printing and distribution of rotas where necessary (if applicable).
Organise, attend and contribute to departmental and service meetings, which may include room/venue booking, distributing agendas, taking and distributing minutes, and acting on any decisions made by the team as appropriate.

Qualifications and Person Specification

Qualifications

GCSEs or equivalent in Maths and English.

Experience

Experience of working in an administrative capacity.
Understanding of equal opportunities and diversity.
Understanding of data protection & confidentiality.

Desirable Experience

Experience of working in a customer care setting.
Experience of working in a healthcare setting.
Knowledge of patient appointment/database systems, e.g. SystmOne.

Skills

Demonstrable knowledge of MS Word, Outlook, MS Teams and Excel.
Accurate data entry and typing skills.
Excellent written and verbal communication skills.
Able to work to a high level of accuracy and with attention to detail.
Demonstrable knowledge of using different systems and databases.
Ability to work unsupervised.
Excellent time‑management skills, with the ability to work effectively under pressure, meet deadlines and prioritise workload.
Ability to work within a team.

Personal Qualities

Self‑motivator.
Capacity to manage a demanding workload.
Good interpersonal skills.
Good team player.

Please note on sponsorship and immigration

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 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 that role eligibility also depends on whether the role meets the salary threshold for the relevant occupational code (SOC CODE).

Seniority level