D2A & IRCH Administrator

Job description

Job responsibilities

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 dont 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

The Administrator will provide day-to-day administrative and coordination support across D2A and IRCH, contributing to effective service delivery and the safe, timely management of patients.

Referral and Caseload Management

• Receive, process and track referrals, ensuring information is accurate, complete and recorded promptly.

• Maintain current caseload lists, patient records and activity trackers.

• Support clinicians and service leads with the allocation and coordination of administrative tasks in line with agreed procedures and service capacity.

Communication and Coordination

• Act as a key administrative contact for internal teams, hospital colleagues, community services and partner organisations.

• Support daily coordination, multidisciplinary meetings, case discussions and appointment arrangements.

• Follow up outstanding information and escalate delays or concerns to the appropriate person.

Data, Governance and Reporting

• Maintain accurate records and databases, ensuring confidentiality and compliance with Trust policies.

• Collect and collate activity information, prepare reports and support audits and service improvement initiatives.

• Assist with monitoring patient flow, identifying administrative issues and escalating risks appropriately.

General Administration

• Manage telephone calls, emails, correspondence and document preparation.

• Organise meetings and maintain relevant records and action logs.

• Undertake other duties appropriate to the role, supporting the effective operation of both services.

The postholder must demonstrate professionalism, initiative, accuracy, flexibility and a commitment to teamwork and high-quality patient care.

For further information about the advertised role, please refer to the job description & person specification included in the documents section of this advert.

Person Specification

Experience

Essential

• oExperience of working in an administrative capacity
• oUnderstanding of Equal Opportunities and Diversity
• oUnderstanding of Data Protection / Confidentiality

Desirable

• oExperience of working in a customer care setting
• oExperience of working in a corporate/call centre environment
• oExperience of working in a healthcare setting
• oKnowledge of Patient Appointment/Database Systems i.e. SystmOne

Skills and Abilities

Essential

• oDemonstrable knowledge of MS Word, Outlook, MS Teams and Excel
• oAccurate data entry and typing skills
• oExcellent written and verbal communication skills
• oAble to work to a high level of accuracy and with attention to detail
• oDemonstrable knowledge of using different systems and databases
• oAble to work unsupervised
• oExcellent time management skills, with the ability to work effectively under pressure, meet deadlines and prioritise workload
• oAbility to work within a team
• oAble to deal with difficult/emotional callers

Education

Essential

• oGCSE (A* - C) or equivalent in Maths and English

Personal Qualities

Essential

• oSelf motivator
• oCapacity to manage a demanding workload
• oGood inter-personal skills
• oGood team-player

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

Beaufort House, Third Floor

Cricket Field Road

Uxbridge

UB8 1QG

United Kingdom

Employer's website

https://www.cnwl.nhs.uk/work