Job overview
Secondment until 31 March 2026.
The Integrated Community Response Service is a large multidisciplinary team of GPs, occupational therapists, a social worker, physiotherapists, nurses, a community matron, and support workers. Its aim is to manage complex clinical cases at home, prevent unnecessary hospital admissions, and support early discharge after acute care. This award-winning rapid-response team delivers immediate assessment, intervention, early rehabilitation, and management for patients with complex needs. Team members work closely with community teams and clinicians, including district nurses, GPs, the London Ambulance Service, and mental health services.
We seek a skilled, motivated individual to manage a complex caseload and lead the team’s administrative function. As part of the senior team, you will support junior staff and assist the clinical services manager with daily operations and service development. The postholder will ensure safe, effective procedures that meet contract targets and deliver high-quality patient care. Flexibility, organisation, and strong time-management skills are essential as priorities shift throughout the day.
This rewarding, fast-paced role offers a strong career opportunity as healthcare becomes more integrated to manage acutely unwell patients at home. Weekend rota work is required to maintain 7-day administrative cover.
As this is a secondment post, please confirm release from your current role with your manager before applying.
Main duties of the job
Key Responsibilities
1. Act as deputy for Clinical Services Manager/Leads on administrative matters and serve as the main contact for departmental enquiries.
2. Provide comprehensive secretarial and administrative support to team leaders and professionals, including document production, record management, and correspondence.
3. Supervise and support administration staff to ensure smooth service delivery, effective teamwork, and professional standards.
4. Oversee daily administrative operations, including office supplies, stock ordering, and record-keeping within budget.
5. Develop and maintain forms, templates, spreadsheets, and standardised documents.
6. Ensure consistent use of IT systems (e.g., referrals, appointment letters, SystmOne), providing staff training and support as required.
7. Coordinate and monitor referrals, caseloads, and performance targets (e.g., 2-hour admission prevention, 7-day care episodes).
8. Ensure data quality on SystmOne and assist in producing monthly reports.
9. Maintain databases for equipment, mobile phones, parking permits, and repairs.
10. Organise rotas, ensure staffing cover, and oversee induction, supervision, and appraisal of admin staff.
11. Organise and support meetings, including agendas, minutes, and logistics.
12. Liaise with Estates, IT, and other departments for maintenance and operational needs.
13. Provide advice and guidance on policies, procedures, and best practice.
14. Participate in own development through appraisals and mandatory training.
Working for our organisation
West London NHS Trust is one of the most diverse healthcare providers in the UK, delivering a range of mental health and physical healthcare and community services. The Trust runs Broadmoor Hospital, one of three high secure hospitals in the country, with an international reputation.
Our high secure services care for patients from South of England and we provide low and medium secure services across eight London boroughs. The Trust also provides mental and physical healthcare in three London boroughs (Ealing, Hounslow and Hammersmith & Fulham). We employ over 5,000 staff, of whom 59% are BME. Our turnover for 2024-25 is over £500m.
The Trust is rated as ‘Good’ overall by the Care Quality Commission. Forensic services are rated as ‘Outstanding’.
The Trust is an established partner and contributor in the development of the evolving North West London Integrated Care System and the Integrated Care Board. The Trust leads the NW London Children and Adolescent Mental Health provider collaborative.
Detailed job description and main responsibilities
The Candidate Pack provides an overview of the key tasks and responsibilities of the role, and the person specification outlines the qualifications, skills, experience and knowledge required. Please view as attached
The person specification below is not the full person specification, but outlines the criteria against which your application form will be assessed.
Person specification
Experience
Essential criteria
15. Relevant and recent experience working in a senior administrative role.
16. Experience of managing junior administration staff.
17. Minute taking experience
18. Diary management experience
19. Experience of using NHS database systems
Desirable criteria
20. Previous NHS or public sector environment experience
Qualifications and knowledge
Essential criteria
21. Educated to A Level/NVQ3 level or equivalent.
22. Working knowledge of Microsoft Office including Word, Excel and Outlook
Desirable criteria
23. Appropriate secretarial qualification
24. ECDL qualification.
25. Knowledge of medical terminology
26. Customer Care training
Skills
Essential criteria
27. Customer Care training
28. Ability to draft routine correspondence
29. Good written and verbal communication skills
30. Excellent time management skills
31. Ability to work in a multi-disciplinary setting
Desirable criteria
32. Shorthand skills