Job Overview
Central and North West London NHS Foundation Trust is an Award‑Winning employer. Our ‘Children and Young People Service’ line sits within our Health and Justice Directorate, working in partnership with our ‘Youth Custody’ colleagues to provide responsive and dependable primary care, mental health, neuro‑developmental and substance misuse services to the young people within our services.
Role
We are looking to recruit a highly motivated, innovative and enthusiastic Business Administrator to join our Business and Administrative Team. Based at HMP YOI (Young Offender Institution) Feltham, within the Integrated Healthcare Service team, the Business Administrator will work as part of an established and experienced administration team, joining a passionate and dedicated integrated healthcare team.
Eligibility & Vetting
PLEASE NOTE: ANY CANDIDATE WISHING TO APPLY FOR ANY OF OUR ROLES IN HEALTH AND JUSTICE SERVICES WILL BE SUBJECT TO PRISON VETTING CLEARANCE, WHICH REQUIRES YOU TO HAVE BEEN A RESIDENT IN THE UK FOR A MINIMUM OF 3 YEARS. CANDIDATES WHO DO NOT MEET THIS CRITERIA NEED NOT APPLY.
Key Responsibilities
- Provide administrative support for meetings, including timely preparation and distribution of papers, managing calendars and bookings, minute taking and maintenance of action plans and risk registers, setting up equipment.
- Responsible for the distribution of post received, ensuring that all correspondence is distributed appropriately and accurately.
- Support the timely processing and response to routine correspondence, including complaints and concerns, in line with local and Trust guidelines.
- Deal with telephone enquiries from, acting as first point of contact for the healthcare team and external agencies, and respond accordingly.
- Ensure information received from other agencies is processed in a timely and confidential manner.
- Provide secretarial support using a variety of software packages (primarily MS Word, MS Excel, P‑NOMIS, SystmOne) to the senior management team.
- Produce the daily patient movement list.
- Respond to requests for Medical Records within set timescales.
- Scanning and filing to patient records as required.
- Provide administrative support for the recruitment process as required both pre and post interview.
- Photocopy and distribute documents, letters, reports etc as requested.
- Support and allocate internal/external appointments as required.
- Liaise with internal and external agencies (e.g. the IT and Facilities departments) to ensure routine maintenance of equipment and treatment areas is kept up to date.
- Provide statistical information as required.
- Ensure records are maintained and filed in a secure, safe and appropriate manner.
- Act as first point of contact for patients attending their healthcare appointments.
- Manage waiting lists and update appointment status.
Person Specification
Education
- Essential: Educated to GCSE level or higher (grade C or above).
- Desirable: NVQ Level 3 Administration.
Experience
- Essential: Relevant secretarial or administration experience, proficient in Microsoft software, experience of taking minutes, experience of working within complex teams, maintaining databases, evidence of personal development within administration.
- Desirable: Previous experience within an NHS or local authority setting, experience of working in a secure setting, SystmOne experience.
Knowledge
- Essential: Email management; ability to introduce and maintain efficient office systems – both routine and non‑routine; excellent organisational skills; excellent communication skills (written and verbal); ability to deal with complex and sensitive information; ability to work within a multidisciplinary team; ability to plan and prioritise workload.
- Desirable: Shorthand / speedwriting.
Other
- Essential: Ability to exercise judgement when dealing with queries from patients, relatives and enquiries from external agencies; ability to exercise discretion and maintain confidentiality at all times; ability to deal with staff and clients in a courteous, professional and helpful manner.
Visa & Sponsorship
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. If you do not 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.
Benefits
Central and North West London NHS Foundation Trust offers its staff ongoing career progression through monthly supervision, annual personal development plans/appraisals and access to exciting internal and external training opportunities. The trust also values its staff and you are entitled to become a member of MyTrustBenefits, an online portal for all CNWL staff, as well as their family and friends, offering over 1400 discounts at hundreds of retailers nationwide and free online courses on a variety of topics.
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