Duty Administrator | Central and North West London NHS Foundation Trust

An administrative role in a mental health unitinvolves 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.

1. 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.

2. 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.

3. 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.

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

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 continuously held a 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

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.

This advert closes on Friday 23 Oct 2026