Job Overview
Senior Administrator will provide essential administrative and organisational support to the Older People’s Health and Ageing (OPHA) service, while being based within the Brent Home Treatment Team (HTT). The post holder will coordinate day‑to‑day administrative functions across OPHA, supervise Band 3 administrative staff, and ensure smooth, consistent, and efficient service delivery.
They will manage referrals, appointments, SystmOne (S1) data, enquiries, meeting support, and medical secretarial duties, including diary and correspondence management for medics. The post holder will also act as a key contact for non‑clinical operational tasks such as facilities, data quality, and information management. Working closely with managers across OPHA and HTT, they will help ensure that administrative systems and workflows support safe, effective, and well‑organised patient care.
Main Duties and Responsibilities
We are looking for a motivated and organised Senior Administrator to support the Older People’s Health and Ageing (OPHA) service within Brent Home Treatment Team. This is a key role providing high‑quality administrative and medical secretarial support, helping to ensure smooth patient pathways, efficient clinic operations, and well‑coordinated team activity.
You will play a vital part in keeping our service running effectively – managing referrals and appointments, supporting medics, overseeing Band 3 administrators, and assisting with data and operational tasks. This is a great opportunity for someone who enjoys working in a supportive environment and wants to contribute to high‑quality care for older adults.
Key Responsibilities
* Medical Secretary:
o Provide high‑level administrative and secretarial support to consultants and their students within the Brent Community Mental Health Team (CMHT).
o Manage and maintain electronic diaries, ensuring efficient scheduling of clinical appointments, meetings, training, and supervision sessions.
o Coordinate patient consultations (face‑to‑face, telephone, and video), send reminders, and manage appointment confirmations.
o Prioritise conflicting demands and liaise with internal teams and external stakeholders to ensure smooth operational support.
o Draft and distribute professional correspondence, act as the first point of contact for enquiries, and maintain accurate records of clinical sessions and absences.
o Support team meetings as needed, including agenda preparation, note‑taking, and follow‑up actions.
* Administrative:
o Work closely with the Operational and Team Manager, providing administrative support as directed. This may include typing, minute‑taking, arranging meetings, undertaking small projects etc.
o Prepare documents by copy or audio typing using Microsoft Office software (i.e. letters, memos, reports) for approval as directed, ensuring that all policies and procedures are adhered to.
o Work closely with the Team Managers in the Older Adults Service to ensure the administration staff are working to the priorities of the services.
o Ensure a full range of administrative services are available on the site.
o Ensure effective administrative systems are in place to support the clinical work of the teams in the Older Adults Service. This includes working with the other administrators to ensure that, as far as possible, a standardised approach is taken to the implementation and use of admin processes, templates and forms.
o Work with the Managers to ensure the OPHA input into reception/front house service, ensuring that telephone calls, correspondence and direct contacts with patients and other internal or external agencies are dealt with in an appropriate and professional manner, encouraging staff to use judgement and discretion where necessary and to refer complex matters to relevant senior members of staff.
o Be aware of the work of the administrative staff based within the teams in the Older Adult Mental Health Services, including moving admin resources across the community services as needed. Support the administrative staff in raising issues within their teams relating to the admin role.
o Work with the other administrators in order to make the best use of the admin resources in the Older Adult Mental Health Services. At times of heavy workloads, this may involve negotiating for pieces of work to be undertaken by administration staff in other areas as required.
o Work with the Home Treatment Team Lead / Manager around the day‑to‑day management of the office and the development, implementation and maintenance of office practices and procedures to ensure that all non‑clinical requirements of the teams are met.
o Carry out a range of administrative tasks and be able to provide cover for administration staff in the Older Adult Mental Health Services as and when required.
o Work with Team Managers and administration staff to ensure that adequate stock levels of stationery and other clinical equipment are maintained at all times.
o Participate in the induction programme for new staff to the service. This will involve advising staff how administrative support services operate within the service and furnishing them with, for example, an Administrative Handbook for their information and reference.
* Managerial:
o Role sits within the Home Treatment Team (HTT) cost centre but functions as the Senior Administrator for the OPHA service, providing coordination and leadership across OPHA administrative functions.
o Coordinate and oversee administrative workflows across OPHA, ensuring consistency, alignment, and continuity across all administrative processes and sites.
o Provide managerial supervision to members of the administration staff based within the Older Adult Mental Health Services ensuring the provision of supervision, appraisals, training and support, in accordance with Trust policy.
o Take a lead role in the recruitment of staff within the service, ensuring that high‑calibre staff with the necessary skills and experience are recruited promptly.
o Participate in the appraisal of administration staff and advise the Team Managers on issues relating to professional standards. Liaise with the Borough’s Executive PA / Professional Admin Lead in this respect.
* Data Management:
o Ensure that the quality of data entered onto SystmOne is in line with procedures.
o Act as a point of contact for SystmOne queries, supporting staff with correct template use, coding standards, and liaison with digital/clinical systems teams where required.
o Provide data and IT support to clinicians and administrative staff.
o Undertake data‑related pieces of work for the Home Treatment Team and occasionally as requested by senior members of staff or the Borough’s Business & Transformation Manager / Business & Performance Officer.
o Provide reports and charts using Microsoft Excel.
o Proficient in the use of Tableau and ability to produce reports, analyse data and produce spreadsheets.
o Produce data reports (basic structure, populate figures, basic text/commentaries, basic analysis).
o Work with the Team Manager and Clinical Leads in formulating and producing action plans in relation to data management. This will include monitoring progress against action points.
o Have an in‑depth knowledge of data quality and management issues across the Team so that information and advice is able to be imparted to clinicians and senior managers in the borough.
o Have a working knowledge of KPIs, Monitor, CQUIN targets.
o Comprehensive knowledge of data systems and processes.
* Site Administration:
o Take the lead on identified facilities management projects for the OPHA service, assisting the administrative staff and Team Managers with issues relating to maintenance, facilities, procurement etc. This may include taking a lead on and co‑ordinating office moves to new premises etc.
o Have a working knowledge of health and safety regulation and work with the Team Managers to maintain a safe environment for patients and visitors to the site in accordance with fire and health and safety procedures. Assist the managers in ensuring that related legislation is implemented across the sites, whilst monitoring, promoting and developing new practice and initiatives.
o Assist the Team Managers in managing and monitoring day‑to‑day maintenance of the sites (including repairs and cleaning and gardening) and the implementation of appropriate systems.
o Assist the Team Managers in monitoring the cleaning contracts for the sites and attend relevant meetings as appropriate.
o Ensure all administrative practices comply with Trust policies, Information Governance requirements, confidentiality standards, and statutory regulations. Support audits, quality improvement initiatives, and preparation for internal or external inspections involving administrative processes.
* Management of Resources:
o Represent the Older Adult Mental Health Services at meetings as and when required.
o Participate in service evaluations and reviewing service provision through the use of audits and surveys.
o Work with Team Managers to ensure that an appropriate level of administrative support is maintained in the event of staff absences. This may include moving administrative resources across the community services as needed.
o Meet regularly with the OPHA administrators to review administrative support and systems, share information, discuss training needs, look at the use of resources, work to develop an Administrative Handbook etc.
o Authorise petty cash expenditure including client fares in line with the Trust’s standing financial instructions and act as an authorised signatory, if petty cash is available.
o Authorise and process invoices in line with the Trust’s Standing Financial Instructions.
Person Specification
* Education and Qualifications
o Essential criteria
+ Educated to a diploma level or NVQ level 4 or equivalent experience.
o Desirable criteria
+ Recognised qualification in the use of computer software e.g., Microsoft Word, Excel, Access, ECDL.
* Previous Experience
o Essential criteria
+ Relevant qualification/experience plus significant years administrative experience to include some financial responsibility.
+ Experience providing administrative support to team processes (e.g., assisting with rota updates, coordinating staff induction paperwork).
o Desirable criteria
+ Experience of working within the Public Sector.
* Skills and Knowledge
o Essential criteria
+ Experience of audio typing.
+ Knowledge and understanding of mental health or medical terminology.
+ Fast and accurate typing (minimum 50WPM).
+ Comprehensive working knowledge of the use of Microsoft Office software – Word, Excel, PowerPoint and Access.
+ Must be numerate and able to provide statistical data clearly and accurately.
+ Must have good organisational skills and ability to work on own initiative.
+ Able to manage workload and work within broad policies and procedures.
+ Ability to work as a member of a team.
+ Ability to learn new skills and adapt to change.
+ Clear communicator, both verbally and in written work.
+ Can demonstrate ability to prioritise and plan a number of complex and conflicting work demands.
o Desirable criteria
+ Knowledge of managing non‑clinical contracts.
+ Ability to demonstrate good customer relations.
+ Experience of managing database information system and ability to analyse data.
Working for Our Organisation
At Central and North West London NHS Foundation Trust (CNWL), we are proud to support our staff to thrive, develop, and feel valued in their roles. We are committed to creating a compassionate, welcoming workplace where everyone is treated with respect and encouraged to contribute their ideas and skills.
You will be joining a supportive team within Brent Older Adult Mental Health Services, where collaboration, kindness, and high‑quality care are at the heart of everything we do. We invest in our staff through regular supervision, training opportunities, and clear development pathways, ensuring you are supported to grow and succeed.
CNWL celebrates diversity and is committed to building an inclusive workforce that reflects the communities we serve. We encourage flexible working, promote staff wellbeing, and provide a range of employee benefits to help you balance work and life effectively.
If you are looking for a role where you can make a meaningful difference while being supported by a friendly and professional team, we would love to welcome you.
Equal Opportunities
CNWL promotes equal opportunity and is open to all applicants regardless of age, disability or gender identity.
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