About this role
Job summary
Anadministrative role in a mental health unit involves supporting the smooth operation of clinical and support services by managing clerical, organisational, and logistical tasks. These roles are critical for ensuring that healthcare professionals can focus on patient care while administrative staff handle the behind-the-scenes coordination. You'll need to be able to provide comprehensive administrative support to the medical consultants, team managers and team leads within all 3 teams at the Hillingdon Community Mental Health Hubs.
Main duties of the job
Patient Records Management
Maintain accurate and confidential patient records, including intake forms, treatment plans, progress notes, and discharge summaries. Opening and closing referrals where needed Ensure compliance with data protection laws (e.g., GDPR) and organisational policies. Organise and update electronic health records SystmOne.
Appointment Scheduling and Coordination
Manage initial assessment appointment Coordinate referrals, follow-ups, and group therapy sessions. Handle cancellations, rescheduling, and reminders for patients and staff.
Communication and Correspondence
Answer incoming calls, emails, and inquiries from patients, families, and external healthcare providers. Draft and send letters, reports, and notifications (e.g., appointment confirmations, treatment summaries). Liaise between patients, families, and healthcare teams to relay information sensitively and professionally.
About us
CNWL NHS Foundation Trust is committed to workforce development and is keen to enable the successful applicant to innovate and evolve with the service. In Hillingdon Community Mental Health Hubs (CMHH) we work with adults covering the Hillingdon borough and we are based at Mill House within walking distance from the Uxbridge Town centre.
We are service user-led and work with adults with mental and physical health issues who require support from a multidisciplinary approach. We have recently transformed to the new Hub model and therefore it is an exciting opportunity to join the team when services are changing to be more responsive to the service users within the Hillingdon borough.
We are a multidisciplinary service, comprising of mental health nurses, occupational therapists, psychiatrists, psychologists, social workers, employment specialists, and peer support workers. The team is supported by a good administrative system and offers an excellent work environment. The team has good links with local statutory and non-statutory services.
We offer Regular individual supervision We work within a dynamic team with visibility of the Senior Management Team Opportunities for flexible working and some remote working Great Opportunities available for carer development
Job description Job responsibilities
Please note: This vacancy does not meet the criteria for Skilled Worker sponsorship, unless you meet the criteria by temporary exemption from current changes to immigration rules put in force on 22/07/2025. Separate provisions are applied to workers who have been sponsored and continuously held a Skilled Worker visa since prior to 04/04/2024."
As such, if you dont meet the Transitional Provision (above) we are unable to consider your application unless you can provide documentary evidence of your right to work in the United Kingdom. If you believe you are eligible for sponsorship or already hold a valid right to work in the UK, please ensure you provide full details of your immigration status in the Pre-Screening Immigration section of your application form.
Please note role eligibility also depends on whether the role meets the salary threshold for the relevant occupational code (SOC CODE).
For further info please visit: Skilled Worker visa: Overview - GOV.UK
To work independently without close supervision, prioritising own workload in a busy environment with frequently conflicting demands, knowing when to escalate issues or concerns and when to ask for support or assistance from others
To screen referrals coming into the service and add to the waiting list for triage at the daily meeting
To attend daily triage meetings, taking minutes and outcoming the associated plans
To attend weekly MDT meetings in the managers absence, take minutes and outcome the associated plans.
To be able to work using the Microsoft package including MS Teams, Zoom and other digital and virtual platforms as required. Including Outlook, Word, Excel and PowerPoint.
Management of booking screens ensuring appointments are booked within KPI timeframes
To deal with telephone enquiries acting where necessary.
To provide a meet and greet service for the office, dealing with patients and members of the public in an informed and sympathetic manner.
To regularly collect and distribute internal and external mail.
To be able to meet deadlines and to manage time effectively.
To receive and actively contribute to regular supervision and annual appraisals with line manager.
Communication
To attend and actively participate in any relevant team meetings and training sessions as required.
To liaise closely with all colleagues on matters relating to client care, service organisation and delivery.
To establish and maintain effective lines of communication within the team with service users and with acute and community services/agencies including voluntary services.
Person Specification
Education Essential
Educated to GCSE Level or equivalent including qualifications in Maths and English or NVQ level 3 Business and Administration or Experience work in an office environment - preferably NHS
Experience Desirable
Experience of working in a fast-paced and complex environment, requiring attention to detail despite distractions and challenges Experience of working within a mental health care setting Experience of working as an administrator in an outpatient setting
Skills Essential
Minimum of 40 WPM typing speed Good working knowledge of Microsoft Office packages including: Outlook, Teams, Excel, Word and PowerPoint as well as other digital platforms including Zoom Excellent verbal and written communication skills. Attention to detail
Desirable
Good working knowledge of SystmOne
Knowledge Essential
Understanding and practical application of principles of Equal Opportunities and Confidentiality Familiarity with Medical Terminology
Desirable
Understanding and experience of working with adults with mental health difficulties Experience of using clinical and non-clinical systems for patient records, ordering stock, record archiving and others.
Abilities Essential
Excellent time management and organisational abilities. Ability to manage and prioritise own workload with little supervision. Ability to act appropriately in stressful situations. Flexible approach to work Ability to work in and as part of a team and unsupervised. Ability to work with competing priorities and within agreed timescales Ability to focus on completing and finishing tasks, even when there are distractions and obstacles requiring self-motivation, determination and drive
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.
Employer details Employer name Central and North West London NHS Foundation Trust
Address Mill House
38 Riverside Way
Uxbridge
UB8 2YF
United Kingdom
Employer's website https://www.cnwl.nhs.uk/work (Opens in a new tab)