Administrator @ Central London Community Health Trust

Job summary

Are you an organised, enthusiastic administrator who enjoys making a real difference behind the scenes? Join our friendly Brent and Harrow Community Cardiology Service and help keep vital care running smoothly for patients living with heart conditions.

We are looking for a Band 3 Administrative Officer to join us on a permanent, full-time basis (37.5 hours per week), Brent bases including Harlesden, Hillside, Sudbury, Willesden and Wembley. Working alongside our Heart Failure Specialist Nurses and wider cardiology team, you will be at the heart of a busy, supportive service where every detail matters.

No two days will be quite the same! You will coordinate clinics and patient appointments, manage referrals and waiting lists, respond to enquiries from patients and colleagues, and keep accurate records using clinical systems such as EMIS. You will also support digital appointment letters, organise meetings, take minutes and help the service lead prepare reports and monitor performance.

We would love to hear from someone with strong communication skills, excellent attention to detail and a genuine passion for helping others. You will be confident using IT, able to prioritise competing tasks and comfortable working both independently and as part of a team.

If you are ready to bring your organisational skills to a role that supports better patient care in your community, we would love to hear from you!

Main duties of the job

As the Band 3 Administrative Officer, you will:

• Coordinate cardiology clinics, create clinic ledgers and book, amend or cancel patient appointments.
• Monitor new referrals received through SPA, maintain waiting lists and update patient-initiated follow-up (PIFU) records.
• Communicate appointment details clearly and sensitively to patients, carers and healthcare professionals.
• Manage service inboxes and telephone enquiries, responding promptly and directing complex queries to appropriate colleagues.
• Maintain accurate patient information on EMIS and other clinical systems, ensuring confidentiality and timely record updates.
• Prepare and distribute meeting agendas, minutes, correspondence and other administrative documents.
• Support the Cardiology Service Lead with data collection, KPI reporting, audits and service performance monitoring.
• Manage digital letters and electronic appointment notifications using DrDoctor or similar systems.
• Assist with staff access arrangements, stock ordering, equipment inventories and day-to-day office organisation.
• Prioritise competing tasks, work collaboratively with specialist nurses and provide administrative cover when require
• Please note: Visa sponsorship is not available for this role. Applicants must have valid UK right to work and must not require sponsorship.

About us

We are proud to be one of the largest community healthcare providers in the country, with more than 4,500 colleagues caring for over four million people across London and Hertfordshire. Every day, our teams bring their skill, compassion, and determination to the people who depend on us.

What inspires us is at the heart of who we are: when we work together, we can help people move forward in ways that truly matter. Our teams support children as they take their first steps in life, and they stand beside adults as they rebuild strength, confidence, and independence. From newborn health visiting to community nursing, stroke rehabilitation, and palliative care, we are there for people through some of life's most important moments.

Joining Central London Community Healthcare means becoming part of a community that lifts each other up. It means working in an organisation that values compassion, welcomes new ideas, and believes in the potential of every colleague. Your development matters here. Your wellbeing matters. Your voice helps shape the future of the care we provide.

We offer a competitive employment package because the work you do matters. At Central London Community Healthcare, you will join an inclusive organisation that invests in its people, supports development, and helps you thrive while delivering high-quality care.

Job description

Job responsibilities

Please refer to Job description and person specification for outline of skills, knowledge and experience required.

Successful applicants will be required to demonstrate alignment with the Trusts values - Accountability, Inclusion, Compassion, and Empowerment, alongside fulfilling the duties detailed in the attached Job Description and Person Specification

Please note visa sponsorship for this role is unfortunately not available. Ensure you hold valid right to work in the UK and will not require sponsorship if successful.

Person Specification

Qualifications

Essential

• Good literacy and numeracy, general education
• NVQ Admin Level 3 in Administration or relevant experience
• European Computer Driving Licence (ECDL) or equivalent

Experience

Essential

• Secretarial and administrative experience in an office environment
• Experience of working with the general public in a customer or client-facing role
• Experience of inputting to databases, spreadsheets and/or other IT Systems and business applications used in the office environment
• Experience of taking, producing and distributing notes or letters as directed

Desirable

• Experience of working with patients and carers in a public sector environment
• Experience of working in a health care environment
• Knowledge of stock ordering procedures

Skills

Essential

• Understanding of the need for confidentiality
• Understanding of Equal Opportunities
• Ability to create and structure office systems e.g. filing, stationery and equipment ordering oCompetent in the use of Microsoft Office (e.g. Word, PowerPoint, Excel, and Outlook )
• Able to provide evidence of where you have demonstrated the Trust's Values and Behaviours
• Able to demonstrate excellence in Customer Service
• Experience of working in an environment requiring an awareness of safeguarding children and vulnerable adults

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 London Community Health Trust

Address

Hillside Primary Care Centre

150 Hilltop Avenue

Harlesden, London

NW10 8RY

United Kingdom

Employer's website

https://clch.nhs.uk/ (Opens in a new tab)