CNWL NHS Foundation Trust • Kingsbury NW9 0PS
About this role
We are looking for someone who is enjoys working in a dynamic environment, has excellent customer service skills and IT skills.
We are looking to recruit one full time Receptionist/Administrator to 37.5 hours per week.
You need to be a team worker and be able to deal with any situation that arises with confidence and professionalism.
The main hub for the service is based at Fairfields House in Kingsbury and there is a satellite hub at Bell House in Willesden Green. You will be required to work across both hubs.
To provide an efficient and courteous ‘front of house’ reception service at two sites.
To attend all telephone callers, forwarding calls from the switchboard, answering questions from relatives and professionals, dealing with internal calls and keeping associated records. Dealing with generic team inbox and responding to message appropriately and updating database iaptus.
To be responsible for providing administrative support to a team, which includes assisting with sending letters by Docman and Hybrid, assisting with audits, distribution of the post, receiving and disseminating information, maintaining an electronic database/s, room bookings, and other administrative tasks to assist the Operational Team in carrying out a range of clinical/non-clinical activity efficiently and effectively.
The post will be supervised and the post holder will be required to work as part of a support team assisting other administrative staff, sharing work and providing cover for leave purposes as necessary.
The catchment area of the post is the London borough of Brent.
We operate an agile working policy where staff combine remote working and being on-site to deliver face-to-face appointments and other service
commitments that require a hub-based presence. The post-holder will work full-time hours and may be required to work at any times between 8am and 8pm on weekdays including an evening clinic as required by the service ( for now its not operational for the administrative team)
Please note
This vacancy doesnotmeet 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 held continuously Skilled Worker visa since prior to 04/04/2024."
As such, if you don’t 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 thePre-Screening Immigrationsection of your application form.
Please noterole 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
MAIN DUTIES AND RESPONSIBILITIES
Dealing with telephone calls from clients and internal and external agencies in an appropriate and professional manner, using judgement and discretion where necessary, referring complex matters to relevant senior members of staff and taking messages when necessary
To ensure all messages given verbally, written or by telephone are passed on to the correct discipline within an agreed timescale.
Deal with issues that arise appropriately, including enquiries or complaints from members of the public and patients. Where appropriate refer to another officer of the Trust, ensuring that no issue is inappropriately delayed in being actioned because of the absence of the management team.
To provide a high quality administrative, clerical and reception service for patients and their carers who access the Trust services
Ensure the office is fully stocked with all stationery items, place orders with procurement
To carry out subject access requests for the team within appropriate timeframes and using appropriate sharing/confidentiality policies
Show kindness and compassion in all aspects of the care we provide
Create a safe, friendly and caring environment, where people are treated with respect, courtesy and dignity
To use initiative in all aspects of administrative work and to plan and coordinate your workload to ensure all deadlines are met and objectives achieved.
To maintain an electronic team diary for staff, ensuring their location is known at all times, enabling contact in case of emergency
To keep an up-to-date record of mobile and emergency numbers for staff
Assist in filing and photocopying and any other ad-hoc administrative duties
Participate in the regular departmental meetings and contribute as appropriate to the overall service provided by the Administrative Department
To understand health and safety and fire regulations and to assist in maintaining a safe environment for service users, staff and visitors to the service
To open and close the building when on appropriate shifts
Adhere to the Data Protection Act and its requirements, in respect to confidentiality for both patients and staff and ensuring any computerised information system is maintained as requested.
The post holder will be an active member and contribute to the effective operation of a multi-disciplinary team.
Your dealings with matters relating to clients and staff is of a highly confidential nature and should not be divulged to another or discussed with other colleagues other than as necessary within the context of your role.
Undertake any other duties as may reasonably be required of you by the service.
Management Information Systems
To assist with the input and retrieval of client details, statistical and clinical information using a spreadsheet, database or relevant clinical or business information system
To update patient data base iaptus with any information received from clients and clinicians accurately and as per the policies and procedure set by the service.
Communication
▪ Service Users/Carers/Visitors/Public – Non-clinical advice and information
▪ Clinical staff – receive and provide information relating to service users
▪ General Practitioners – receive and provide information relating to service users
▪ Outside agencies – social services, voluntary organisations – receive and provide information relating to the team/service
This advert closes on Friday 15 May 2026
Proud member of the Disability Confident employer scheme
Disability Confident
About Disability Confident
A Disability Confident employer will generally offer an interview to any applicant that declares they have a disability and meets the minimum criteria for the job as defined by the employer. It is important to note that in certain recruitment situations such as high-volume, seasonal and high-peak times, the employer may wish to limit the overall numbers of interviews offered to both disabled people and non-disabled people. For more details please go to Disability Confident.