Healthcare Administrator – HMP/YOI Bronzefield
Closing date: 22 April 2026
Central and North West London NHS Foundation Trust is a Top Employer Award Winner that provides responsive and dependable primary care, mental health, intellectual disability, and substance misuse services to diverse communities.
We are looking for a highly motivated, innovative and enthusiastic Healthcare Administrator to join our forward‑thinking, friendly and expanding Health & Justice team at HMP/YOI Bronzefield. You will support the healthcare needs of patients in secure environments and have the opportunity to promote health and well‑being. Our services operate on a 7‑day week working model to ensure patients receive high‑standard care at all times.
Main duties of the job
* Provide efficient and effective administrative support to the Healthcare team comprising primary care, mental health and substance misuse.
* Cover a range of administration tasks, exercising initiative within broad guidelines. These tasks require administrative and IT skills.
* Work without immediate supervision and ensure all duties are carried out to a high standard.
Please note: This vacancy does not meet the criteria for Skilled Worker sponsorship, unless the applicant meets the transitional criteria from the 22/07/2025 immigration changes. The role’s eligibility also depends on the salary threshold for the relevant occupational code (SOC CODE).
Job responsibilities
Administration and Communication
* Book internal and external appointments for patients, updating them in line with performance monitoring targets and service policies.
* Prepare and distribute documents (letters, memos, reports, discharge summaries, etc.) in Microsoft Office, ensuring all policies and procedures are followed.
* Provide telephone reception service, handling calls, correspondence, and other internal or external agency communications professionally, using judgement and discretion and referring queries appropriately.
* Handle outgoing and incoming correspondence, ensuring timely distribution.
* Support the administration team leader and healthcare teams with meeting coordination, note‑taking and minute‑taking.
* Assist with the local induction of new employees.
* Liaise with IT and Facilities departments to maintain equipment, treatment areas, and office supplies.
* Organise requests for medical investigations (blood tests, X‑rays, etc.) and ensure results are available when required.
* Understand health and safety regulations and assist in maintaining a safe environment for clients and visitors in accordance with fire, health and safety procedures.
Medical Records
* Data entry using SystmOne, Nebula, Excel, and other systems.
* Ensure diligent and accurate processing of patient records and appointments, verifying NHS numbers and addresses.
* Scan and file all relevant paperwork in line with Trust policies.
* Maintain and update the clinical database, including referrals, GP registrations, patient subject access requests (SARs), and e‑referral processes.
* Develop an understanding of smartcard usage with the NHS spine, GP2GP activities and integrate these into daily activities.
* Understand ordering systems such as Oracle (SBS) for medical and office supplies, including invoicing, and integrate these into daily activities.
Person Specification
Education and Qualifications
* Educated to GCSE level or higher (grade C or above).
* European Computer Driving Licence.
Skills & Knowledge
* Comprehensive working knowledge of Microsoft Office (Word, Excel, PowerPoint).
* Ability to work flexibly, prioritise tasks and meet deadlines.
* Effective written communication in English.
* Confidence to work on own initiative and consult as needed.
* Positive teamwork skills.
* Ability to work under pressure.
* Maintain confidentiality appropriately and understand related issues.
* Build constructive relationships with warmth and empathy, using good communication skills.
* Treat service users with respect and dignity at all times, adopting a culturally sensitive approach.
* Knowledge of Client Administration Systems.
Previous Experience
* Experience dealing with members of the public face‑to‑face and on the phone.
* Experience working in a health or health‑related environment.
* Experience working with databases.
* Experience working within multidisciplinary teams.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and requires a Disclosure and Barring Service check for any prior convictions.
Central and North West London NHS Foundation Trust
Salary: £26,240 to £27,928 per year, inclusive of a pro‑rated HCAS fringe benefit for part‑time staff.
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