Administration Manager- Urgent Care x2

Central and North West London NHS Foundation Trust

Administration Manager - Urgent Care x2

The closing date is 29 September 2025

We are looking to fill two positions: One Permanent and One Fixed Term

We are thrilled to offer an opportunity to join our dynamic Urgent Care Service, where you will play a key role in supporting all our Urgent Care Teams to deliver efficient, high-quality care. We are seeking a highly motivated and enthusiastic individual, equipped with a broad range of office and administrative skills, to provide essential management support within our Urgent Care services.

This full-time position (37.5 hours per week) is integral to ensuring seamless service delivery across the Services. As part of the role, you will collaborate closely with the Business Support Lead and administrative teams to assist in the smooth operation of the Urgent Care services, helping to maintain our high standards of care.

Main duties of the job

The post holder will be responsible for providing administrative and site support services to the Urgent Care Services which comprises of the Single Point of Access (SPA) and Central Flow Hub (CFH), Stepdown Houses, Integrated Discharge Team (IDT) and the Mental Health Crisis Assessment Service (MHCAS). They will establish, maintain and monitor excellent office and information systems. They will be responsible for the operational management of the administrative team. The post also works to support the provision of data and information from the urgent care services across the boroughs. This post holder must be enthusiastic about the use of data to support service improvement and change. The post also involves dealing with telephone and personal enquiries from patients, carers and members of the public, GPs and other healthcare professionals and statutory and non-statutory organisation.

About us

Central and North West London NHS Trust expects all Band 5 administrators to act in a way which shows they understand our core values and are willing to put them into practice with patients, their friends, family and carers and also other staff members.

• We expect you to show COMPASSION, contribute to a caring and kind environment and recognise that what you do and say helps can make the lives of others better.
• We expect you to RESPECT everyone and acknowledge and welcome people's differences rather than ignore them or see them as problematic.
• We expect you to EMPOWER others and continually try to provide information, resources and support to help others make their own decisions and meet their own needs.
• We expect you to work in PARTNERSHIP and behave in a way that shows that you recognise that commissioners and users of our services are the people who generate and pay for our work.

We expect you to role model these values and contribute to ensuring that they are embedded in the practice of the team.

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.

Job responsibilities

• To be responsible for the day to day management of administrative functions in the Urgent Care Service, and the development, implementation and maintenance of office practices and procedures to ensure that all non-clinical requirements of the Service are met.
• To carry out a range of administrative tasks and be able to provide cover for other team members, and also for the Business Support Lead, as and when required.
• To take responsibility for tracking and logging equipment and assets, about reporting and escalating issues around IT, broken equipment or office issues and environment as well as ensuring that adequate stock levels of stationery are readily available and office equipment is maintained at all times
• To monitor the cleaning contract for the office/site in liaison with site services and attend relevant meetings as appropriate.
• Assist the service by stepping into the numbers as and when required by the team due to short notice staffing shortages or high acuity with the service.

Please see full job description for further information

Person Specification EDUCATION AND QUALIFICATIONS

• Educated to a diploma level or NVQ level 4 or equivalent experience.
• Recognised qualification in the use of computer software e.g. Microsoft Word, Excel, Access, ECDL

PREVIOUS EXPERIENCE

• Relevant qualification/experience plus administrative experience; including any experience within the NHS
• Experience of staff supervision/management.
• Previous experience of minute taking and diary management

SKILLS, KNOWLEDGE & ABILITIES

• Experience of managing database information system and ability to analyse data.
• A 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
• Knowledge of managing non-clinical contracts
• Comprehensive knowledge of Health and Safety regulations

ATTITUDES, APITUDES & PERSONAL CHARACTERISTICS

• Can demonstrate ability to prioritise and plan a number of complex and conflicting work demands.
• Able to manage workload and work within broad policies and procedures
• Ability to work as a member of a team
• Able to demonstrate good customer relations
• Ability to learn new skills and adapt to change.

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.

Central and North West London NHS Foundation Trust

£37,259 to £45,356 a year, inc HCAS (pro rata if P/T)