Job summary
The Administrator for the ADHD Referral Service plays a vital role in supporting the smooth operation of the service. Based at Queen Mary's Hospital, Sidcup, the post holder is responsible for managing referrals, coordinating appointments, and providing administrative support to the clinical team. This Band 3 role contributes directly to Oxleas NHS Foundation Trust's commitment to delivering timely, patient-centred care for individuals with neurodevelopmental needs. The administrator acts as a key point of contact for service users, carers, and professionals, ensuring efficient communication and accurate data management. The role requires strong organisational skills, attention to detail, and the ability to work independently within defined procedures. It is a non-clinical position but essential to enabling clinical service delivery.
Main duties of the job
- Receive, log, and process ADHD referrals from various sources, ensuring completeness and eligibility.
- Provide daily administrative support to the ADHD clinical team, including preparing correspondence and managing diaries.
- Act as the first point of contact for service users, carers, and professionals, responding to enquiries professionally.
- Use NHS systems (e.g., Rio, EMIS, eRS) to manage patient data and support audits and performance reporting.
- Participate in team meetings and contribute to service improvement initiatives.
- Maintain accurate records and ensure compliance with GDPR and confidentiality policies.
- Support rota coordination and assist with recruitment-related admin tasks.
- May be involved in identifying and reporting non-clinical risks and supporting informal mentoring of new staff.
About us
Oxleas offers a wide range of NHS healthcare services to people in community and secure environment settings. Our services include community health care such as district nursing and speech and language therapy, care for people with learning disabilities and mental health care such as psychiatry, nursing and therapies. Our multidisciplinary teams look after people of all ages and we work in close partnership with other parts of the NHS, local councils and the voluntary sector and through our new provider collaboratives. Our 4,300 members of staff work in many different settings including hospitals, clinics, prisons, secure hospitals, children's centres, schools and people's homes.We have over 125 sites in a variety of locations in the South of England. In London we operate within the Boroughs of Bexley, Bromley Greenwich and into Kent. We manage hospital sites including Queen Mary's Hospital, Sidcup and Memorial Hospital, Woolwich, as well as the Bracton Centre, our medium secure unit for people with mental health needs. We are the largest NHS provider of prison health services providing healthcare to prisons within Devon, Dorset, Bristol, Wiltshire and Gloucestershire, Kent and South London. We are proud of the care we provide and our people.
Our purpose is to improve lives by providing the best possible care to our patients and their families. This is strengthened by our new values:
- We're Kind
- We're Fair
- We Listen
- We Care
Job description
Job responsibilities
- Ensure efficient referral processing and appointment scheduling to support timely patient care.
- Maintain accurate and secure records using NHS systems and Microsoft Office tools.
- Communicate effectively with service users, carers, and professionals, demonstrating empathy and professionalism.
- Prioritise tasks independently while escalating complex issues appropriately.
- Contribute to service performance by supporting audits, data collection, and reporting.
- Uphold Trust policies on confidentiality, safeguarding, infection control, and equality.
- Support service continuity during staff absences or peak periods.
- Promote Oxleas NHS valuesKindness, Fairness, Listening, and Caringin all interactions and duties.
Job description
Job responsibilities
- Ensure efficient referral processing and appointment scheduling to support timely patient care.
- Maintain accurate and secure records using NHS systems and Microsoft Office tools.
- Communicate effectively with service users, carers, and professionals, demonstrating empathy and professionalism.
- Prioritise tasks independently while escalating complex issues appropriately.
- Contribute to service performance by supporting audits, data collection, and reporting.
- Uphold Trust policies on confidentiality, safeguarding, infection control, and equality.
- Support service continuity during staff absences or peak periods.
- Promote Oxleas NHS valuesKindness, Fairness, Listening, and Caringin all interactions and duties.
Person Specification
Education/Qualifications
Essential
- GCSEs (or equivalent) in English and Mathematics at Grade C/4 or above.
- NVQ Level 3 in Business Administration or equivalent qualification/experience.
- Evidence of continued professional development relevant to administrative or healthcare settings.
Desirable
- ECDL or equivalent IT qualification
- Training in NHS systems (e.g., Rio, EMIS, eRS)
- Customer service or communication training
Skills/Abilities/Knowledge
Essential
- Proficient in Microsoft Office (Word, Excel, Outlook)
- Competent in NHS systems (e.g., Rio, EMIS)
- Strong communication and interpersonal skills
Desirable
- Knowledge of referral processes
- Awareness of safeguarding and GDPR
- Experience supporting or mentoring admin staff
Effort and Environment
Essential
- Prolonged computer use - Desk-based role requiring sustained VDU use.
- Frequent concentration - Needed for data entry, referral processing, and multitasking.
- Emotional resilience - Required when interacting with anxious or distressed service users.
Desirable
- Ability to switch tasks under pressure - Useful for managing competing priorities.
- Occasional travel between sites - Beneficial for service flexibility.
- Light lifting/moving of files - Helpful for handling physical documents when needed.
Person Specification
Education/Qualifications
Essential
- GCSEs (or equivalent) in English and Mathematics at Grade C/4 or above.
- NVQ Level 3 in Business Administration or equivalent qualification/experience.
- Evidence of continued professional development relevant to administrative or healthcare settings.
Desirable
- ECDL or equivalent IT qualification
- Training in NHS systems (e.g., Rio, EMIS, eRS)
- Customer service or communication training
Skills/Abilities/Knowledge
Essential
- Proficient in Microsoft Office (Word, Excel, Outlook)
- Competent in NHS systems (e.g., Rio, EMIS)
- Strong communication and interpersonal skills
Desirable
- Knowledge of referral processes
- Awareness of safeguarding and GDPR
- Experience supporting or mentoring admin staff
Effort and Environment
Essential
- Prolonged computer use - Desk-based role requiring sustained VDU use.
- Frequent concentration - Needed for data entry, referral processing, and multitasking.
- Emotional resilience - Required when interacting with anxious or distressed service users.
Desirable
- Ability to switch tasks under pressure - Useful for managing competing priorities.
- Occasional travel between sites - Beneficial for service flexibility.
- Light lifting/moving of files - Helpful for handling physical documents when needed.
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
UK Registration
Applicants must have current UK professional registration. For further information please see
NHS Careers website (opens in a new window).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
UK Registration
Applicants must have current UK professional registration. For further information please see
NHS Careers website (opens in a new window).
