Senior Administrator (Mental Health)
Central and North West London NHS Foundation Trust
The closing date is 28 November 2025
This is a varied & exciting post. The post is an 18‑month fixed term secondment. You will be part of a small, cohesive Administration Team and will work closely with our Mental Health colleagues & Senior Management. If you are well‑organised, can prioritise & multi‑task, are an effective user of IT applications and a skilled communicator this could be the role for you. Our ethos is “caring not judging.” If you share our values, this is a great opportunity to enhance your skills and progress up the Admin ladder.
Main duties of the job
The post holder will work primarily with the Mental Health team providing full administrative support and audit activity across the service as required. Provide administrative support to the Head of Healthcare and senior management team, working professionally and effectively with senior colleagues, management, and staff employed by other organisations. Support a range of management meetings, liaising with partner agencies as required.
About us
The Admin Team at Woodhill provides a full range of support to our Healthcare colleagues in Primary Care, Mental Health & Pharmacy as well as working closely with the Prison Team. We are a small, established & cohesive team. We believe in inclusivity, open discussion & providing excellent service to our patient group.
Job responsibilities
* Provide secretarial support using a variety of software packages (primarily MS Word, MS Excel, C‑NOMIS and SystmOne) to the multi‑disciplinary team.
* Assist in the daily implementation of management information systems, inputting and extracting data, including cancelled clinic spreadsheet, ACCT spreadsheet, referral spreadsheet.
* Provide statistical information as required.
* Accurately minute twice weekly MDT meetings, filing appropriately to patient records & logging onto SystmOne.
* Attend daily morning meetings & update referral spreadsheet accordingly.
* Track, coordinate & print the daily Mental Health clinics & upload to the Digital Prison Service database. (PMMs list)
* Deal with routine correspondence for internal and external mail, distributing accordingly.
* Ensure information received from other agencies is processed in a timely and confidential manner.
* Liaise with internal and external agencies as required to maintain routine upkeep of equipment and treatment areas.
* Process, track & receive orders via SBS Oracle as required.
* Organise gate passes & restricted items forms as required by the Mental Health Team & external visitors.
* Provide diary management, meeting set‑up, room booking and preparation of paperwork for the Head of Healthcare.
* Take concise minutes for a range of internal & external healthcare meetings.
* Act as the single point of contact for the central Offender Care team for visits to investigate Significant Incidents, inquest preparation, etc.
* Liaise with clinical teams to coordinate visits so visitors can see relevant staff & have access to appropriate rooms and IT.
* Support clinical teams in arranging visits from specialist staff to review/assess patients as required.
* Support the mental health hospital transfer process as required.
* Support preparation for inspection as required.
* Respond to requests for Medical Records within set timescales and local processes.
* Co‑ordinate & book internal/external appointments as required.
* Daily back‑up of C‑Nomis to SystmOne.
* Duplicate upcoming appointments to the temporary absences list.
* Liaise with Team Leaders, Security & Cat A Office to complete risk assessments.
* Maintain a working relationship with Invision for daily movements.
Person Specification
Education and Qualifications
* ‘O’ Level or GCSE standard for English and Maths or equivalent
Previous Experience
* Previous office and administrative experience
* Experience and knowledge of software programmes
* Good standard of written and oral communication
* Experience of working within an NHS department or secure settings environment
* Demonstrated ability to communicate with a range of stakeholders
* Experience of working with multi‑disciplinary/ multi‑agency environments
* Knowledge of GDPR and Information Governance regulations
Skills & Knowledge
* Ability to develop and maintain high standards of accuracy and attention to detail
* Ability to prioritise and plan workload to meet deadlines and competing demands
* Good organisational skills
* Willing to develop own skills and knowledge
* Ability to maintain quality in own work
* Able to work alone and as part of a team
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.
Central and North West London NHS Foundation Trust
#J-18808-Ljbffr