Central and North West London NHS Foundation Trust

Team Administrator (CITS)

The closing date is 07 October 2025

Job summary

Are you highly motivated, flexible and conscientious with excellent interpersonal and communication skills? Are you able to work in a busy environment, being organised and maintaining a high-level of accuracy and attention to detail?

We are looking to recruit a Team Administrator for our Children's Integrated Therapy Service (CITS). CITS is a team of Speech and Language Therapists, Physiotherapists, Occupational Therapists, technicians and administrators, who deliver a community service for children and young people. The team work together with children and young people, their families and settings to support the child or young person through assessment, therapy, training and advice. CITS work across a variety of locations including mainstream schools, children's centres and nurseries across Hillingdon, NHS clinics and the Child Development Centre.

We will offer you a supportive environment where your contribution is valued and your development is encouraged. This is an exciting opportunity and we would want to hear from you if you are keen to embrace a new challenge.

This is a clinical service support role, and the post holder is expected to work from their assigned base.

Main duties of the job

The post holder will be responsible for providing efficient and high-quality clerical support to the CITS Team, and will play an integral part of their team in order to maintain smooth running and operation of their service, working closely with the Team Leads and clinical staff.

The post holder will have excellent interpersonal skills and have the ability to communicate effectively with service users, carers, health professionals and team members.

In addition, the post holder must possess good IT skills and be able to analyse and interpret data. They will be required to help maintain clinical database systems, and assist with clinical audits and information monitoring.

The post holder will work under own initiative with a flexible and adaptable approach to the job role in order to meet the changing service needs.

Part of the role will be assisting the Clinical Team Leader/Manager in his/her clerical and managerial duties. This will involve a high level of discretion and confidentiality as the post holder will come into contact with some sensitive patient and staff data and information.

About us

There's a place for you at CNWL.We're passionate about delivering first-class patient-centred, safe and effective care, whether it is in a hospital setting, in a community clinic or in the patient's own home. Patients are at the heart of everything we do.Providingtop quality caredepends on our ability to employ the best people.We're always looking torecruit outstanding peoplewho will go the extra mile to support our patients, colleagues, teams and the Trust. With every new employee we're hoping to find our future leaders and we'll support our staff by providing opportunities to develop your career.With adiverse culture and equally diverserange of opportunities across mental health, community services, addictions, eating disorders, learning disabilities and more - whatever stage of your career you're at, there's always a place for you at CNWL.

The successful applicant may have contact with patients or service users. As an NHS Trust we strongly encourage and support vaccination as this remains the best way to protect yourself, your family, your colleagues and of course patients and service users when working on our healthcare settings.

Date posted

06 October 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£29,651 to £31,312 a year Per annum incl. HCAS

Contract

Permanent

Working pattern

Full-time

Reference number

333-G-HC-1512-A

Job locations

Wood End Centre

Judge Heath Lane

Hayes

UB3 2PB

Job description

Job responsibilities

Deal with telephone enquiries from health professionals, services users, service user families, carers and team members in an informed and sympathetic manner, taking into account mental/physical health needs, and cultural or language barriers. Taking and passing on messages promptly and taking action where necessary.

To provide and receive complex and sensitive information using tact and diplomacy.

To act in accordance with the Service in processing new referrals. This includes but is not limited to: allocating referrals, completing Excel spread sheets and making sure all administration processes for each referral are adhered to with speed and fluency.

To create/accept referrals within the S1 platform and highlight for clinical triage. To assist with onward referrals to other teams.

To monitor S1 wait lists and caseloads and assist with the allocation of patients and entering patient details into appropriate health care professionals diaries.

To regularly access and monitor the generic email systems, responding to all queries or redirecting as appropriate.

Maintain service line databases for record keeping, ensuring accurate reporting.

Complete regular archiving of patient notes in line with trust policies and procedures.

To act as Subject Access Coordinator for the service, attend required training, and follow the Trusts policies and procedures.

To provide administration support for service line clinicians

To undertake word processing tasks such as letters and memos, reports, notices, and e-mails, including via dictation software.

To undertake the photocopying and distribution of documents, processing of correspondence and general clerical duties as required.

To maintain and monitor stock as required and use set processes for ordering of goods/supplies.

To have the ability to use the E-procurement system and raise any queries/issues when necessary. To support procurement processes for service line, including ordering, liaison, receipting, and invoice processing.

To have a comprehensive understanding of computer software such as MS Office and to be the lead on using SystmOne

To collate and present activity data for service and management meetings and for monthly and ad hoc statistical returns via Tableau or other.

To assist with the training of new staff members and bank staff as and when necessary.

To co-ordinate, monitor and record the mandatory training for the department ensuring that staff are reminded when training is due (if applicable).

To support service lead with Healthroster, including recording of annual leave, absence, or sickness, printing and distribution of rotas where necessary (if applicable).

To organise, attend and contribute to the departmental and service meetings, which may include room/venue booking, distribute agendas, take and distribute minutes, and action any decisions made by the team as appropriate.

To support in the planning and arrangements for team away days, training sessions etc.

To undertake ad hoc or specific project work as requested.

To produce training packs, certificates, forms and presentations as requested by the clinicians/team lead.

To support the maintenance of any of the teams clinical equipment as needed, including liaison with BCAS for yearly checks.

To support the logging of complaints/compliments and incidents on Datix.

To be familiar with and to work within CNWL policies related to the function of administration and your responsibilities as an employee.

To be able to meet deadlines and to manage time effectively

To be able to work on own initiative and undertake work which does not require checking as a matter of routine

Regularly review administration processes, procedures and office systems to ensure effectiveness and efficiency.

Be forthcoming with ideas, changes or new initiatives for improvements to policy, guidance, departmental procedures, systems and ways of working for improvement in service quality and delivery.

To support the operational team and provide Reception cover at designated base as requested by the Health Centre Administration Lead for lunch breaks and sickness.

To undertake all mandatory and supplementary training in line with policies.

To undertake Nominated Officer of Fire (NOF) training and ensure all procedures are followed as per the Trust Policy.

To undertake First Aid training as required by Line Manager