Senior Administrator | and North West NHS Foundation Trust Job London area,England UK,Administrative/Clerical

Position: Senior Administrator | Central and North West NHS Foundation Trust

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

Ensure the smooth day‑to‑day operation of the office, 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).
Maintain accurate patient records, order departmental supplies via the CNWL electronic procurement system, and submit requests for departmental works as needed.
Take full ownership of the workload, demonstrating initiative and reliability while working effectively under appropriate supervision.

MAIN DUTIES & 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…


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