Job summary
- Main area
- Administration
- Grade
- Band 3
- Contract
- Permanent: Weekend and evening working will be required as service requirements
- Hours
- Full time - 37.5 hours per week (0.6 working with Brent Health Matters Adults team and 0.4 working with Brent Health Matters Children's team)
- Job ref
- 824-ONW-7635592
- Employer
- Central London Community Healthcare NHS Trust
- Employer type
- NHS
- Site
- Sudbury Primary Care Centre
- Town
- Wembley
- Salary
- £29,651 - £31,312 per annum inclusive of HCAS
- Salary period
- Yearly
- Closing
- 18/12/2025 23:59
Employer heading
Administrator
Band 3
Central London Community Healthcare (CLCH) is one of the largest community healthcare organisations in London and Hertfordshire, providing our services to diverse communities/boroughs in 11 London Boroughs - Barnet, Brent, Ealing, Hammersmith & Fulham, Harrow, Hounslow, Kensington and Chelsea, Merton, Richmond, Wandsworth, Westminster - and Hertfordshire.
We are rated Good by the Care Quality Commission and are ranked among top NHS employers. Community healthcare is our focus and our passion. We champion the role of community health professionals to make sure our patients get great care closer to home.
Job overview
Central London Community Health Care (CLCH) NHS TRUST are now seeking for a band 3 Administrator
The BHM team has two branches – Adults and CYP. The postholder will support both the adult and CYP BHM teams, however they will report directly to and be line managed by the BHM team lead for the adult services.
The purpose of the Brent Health Matters Team is to work directly with local communities, community leaders; engage with Children, Young People (CYP) families and adults who have difficulty accessing health services, improving health education, healthcare needs and some of the social determinants of health inequalities for our most vulnerable communities.
- The post holder will provide a comprehensive and high-quality administrative support to the team.
- The post holder will take responsibility for booking appointments, processing new referrals, updating waiting lists and communicating appointment related information to patients/carers.
- The post holder will be required to support the clinical team in capturing accurate data.
- Act on their own initiative in dealing with day-to-day administrative issues.
- Weekend and Evening working will be required as service requirements.
Main duties of the job
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Provide comprehensive day-to-day administrative support to clinical and administrative teams across adult and CYP services.
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Manage the Patient Advice Line, handling enquiries professionally and offering appropriate signposting to staff and external organisations.
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Maintain accurate patient records and data across electronic and paper systems, including EMIS, ensuring compliance with data protection protocols.
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Handle all communication channels—telephone, email, mail, and face-to-face
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Support clinical workflows by booking appointments, processing referrals, coordinating interpreters, couriers, and room bookings, and monitoring waiting times.
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Organise and contribute to meetings, events, training sessions, and community activities, including preparing and distributing materials and taking minutes.
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Manage departmental resources such as notice boards, leaflet supplies, office equipment, and asset registers, ensuring organisation and service readiness.
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Collate, prepare, and present data for audits, statistical reporting, and service productivity for managers and team leads.
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Utilise a range of IT systems and software (Outlook, Word, Excel, PowerPoint) and carry out tasks such as scanning, filing, photocopying, and smart-card re-authentication.
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Work flexibly and independently, prioritising workload, supporting colleagues when required, and maintaining efficient, safe, and cost-effective administrative services.
Working for our organisation
Just as we care about our patients’ well-being, we care about yours!
We can offer you:
- A comprehensive induction into the community service followed by a local induction to introduce you to the role
- Car lease scheme(only available for Band 5 and up)
- Flexible working options
- Annual travel card loan
- Training, support and development in your career
To have a full look at our benefits and what it’s like working for us please go here: https://www.clch.nhs.uk/job/pay-and-benefits
Detailed job description and main responsibilities
The Band 3 Administrator will provide essential administrative support to clinical teams across adult and CYP services, ensuring smooth day-to-day operations and excellent patient experience.
The role includes managing enquiries, maintaining accurate patient records, supporting appointments and referrals, coordinating interpreters and meetings, processing data for reports, and organising departmental resources. The post holder will use a range of IT systems, work independently to prioritise tasks, and contribute to an efficient, well-organised, patient-focused service.
Please refer to Job description and Person Specification for outline of skills, knowledge and experience required.
Person specification
Education/Qualification
Essential criteria
- Good literacy and numeracy, general education
- NVQ Admin Level 3 in Administration or relevant experience
- Outstanding level of spoken and written English and communication skills
Experience
Essential criteria
- Secretarial and administrative experience in an office environment
- Experience of working with the 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
- Experience of data inputting and providing relevant data for reporting purposes .
- Experience of working in Childrens Services administration e.g Child Health, Children Centres, Health Visiting/School Nursing or similar
Desirable criteria
- Experienced Systm1 or EMIS user or other similar patient record system .
- Experience of working with patients and carers in a community care setting
- Experience of working in a health care environment .
- Knowledge of stock ordering procedures
Skills & Knowledge
Essential criteria
- Understanding of the need for confidentiality .
- Understanding of Equal Opportunities
- Ability to create and structure office systems e.g. filing, stationery and equipment ordering
- Competent in the use of Microsoft Office (e.g. Word, PowerPoint, Excel, and Outlook)
- Accurate copy typing
- Demonstrates excellent customer service skills
- Evidence of excellent organisational skills
- Experience of working in an environment requiring an awareness of safeguarding children and vulnerable adults
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Application numbers
Documents to download
Further details / informal visits contact
- Name
- Nilam Kalyan
- Job title
- Brent Health Matters Pharmacist
- Email address
- [email protected]
- Telephone number
- 07760163227
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