Job summary

An exciting opportunity has arisen for a motivated, organised and proactive Administrator to join the Discharge to Assess (D2A) service and Integrated Response Care Hub (IRCH) within CNWL NHS Foundation Trust in Hillingdon.

The postholder will provide comprehensive administrative and coordination support to both services, which play an important role in supporting patients within the community, facilitating safe and timely hospital discharge, and helping to prevent avoidable hospital admissions.

Working closely with clinicians, service leads, hospital colleagues and community partners, the successful candidate will support effective communication, accurate record-keeping, referral management and patient flow. The role requires excellent organisational skills, attention to detail, the ability to prioritise competing demands and a commitment to maintaining confidentiality.

We are looking for someone who is adaptable, approachable and able to work independently as well as part of a multidisciplinary team. The successful candidate will contribute to the smooth running of both services and help ensure that patients receive coordinated, responsive and high-quality care.

Main duties of the job

The postholder will provide administrative support to the D2A service and IRCH, helping to ensure the efficient coordination of referrals, patient information and daily service activity.

Key duties include:

• Receiving, processing and monitoring referrals, ensuring information is accurate and complete.
• Maintaining up-to-date patient records, caseloads, activity trackers and service databases.
• Supporting patient flow by liaising with clinicians, hospital teams, community services and partner organisations.
• Coordinating appointments, meetings, multidisciplinary team discussions and daily service activities.
• Supporting clinical teams with administrative tasks to facilitate timely assessments, interventions and discharge planning.
• Identifying and escalating missing information, delays, capacity concerns or barriers to patient flow.
• Preparing reports, collecting activity data and supporting audits, governance processes and performance monitoring.
• Maintaining confidentiality and complying with Trust policies, information governance requirements and data protection legislation.

The postholder will need to manage competing priorities, communicate effectively with a range of professionals and contribute to a responsive, patient-centred service.

About us

Our values

o Compassion: Our staff will be led by compassion and embody the values of care outlined in our Staff Charter.o Respect: We will respect and value the diversity of our patients, service users and staff, to create a respectful and inclusive environment, which recognises the uniqueness of each individual.o Empowerment: We will involve, inform and empower our patients, service users, carers and their families to take an active role in the management of their illness and adoptrecovery principles. We will ensure our staff receive appropriate direction and support, to enable them to develop and grow.o Partnership: We will work closely with our many partners to ensure that our combined efforts are focused on achieving the best possible outcomes for the people we serve.

Details

Date posted

27 October 2026

Pay scheme

Agenda for change

Band

Band 3

Salary

£30,630 to £32,346 a year per annum incl. HCAS

Contract

Permanent

Working pattern

Full-time

Reference number

333-G-HC-1675

Job locations

Beaufort House, Third Floor

Cricket Field Road

Uxbridge

UB8 1QG

United Kingdom

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 held continuously 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 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

The Administrator will provide day-to-day administrative and coordination support across D2A and IRCH, contributing to effective service delivery and the safe, timely management of patients.

Referral and Caseload Management

• Receive, process and track referrals, ensuring information is accurate, complete and recorded promptly.
• Maintain current caseload lists, patient records and activity trackers.
• Support clinicians and service leads with the allocation and coordination of administrative tasks in line with agreed procedures and service capacity.

Communication and Coordination

• Act as a key administrative contact for internal teams, hospital colleagues, community services and partner organisations.
• Support daily coordination, multidisciplinary meetings, case discussions and appointment arrangements.
• Follow up outstanding information and escalate delays or concerns to the appropriate person.

Data, Governance and Reporting

• Maintain accurate records and databases, ensuring confidentiality and compliance with Trust policies.
• Collect and collate activity information, prepare reports and support audits and service improvement initiatives.
• Assist with monitoring patient flow, identifying administrative issues and escalating risks appropriately.

General Administration

• Manage telephone calls, emails, correspondence and document preparation.
• Organise meetings and maintain relevant records and action logs.
• Undertake other duties appropriate to the role, supporting the effective operation of both services.

The postholder must demonstrate professionalism, initiative, accuracy, flexibility and a commitment to teamwork and high-quality patient care.

For further information about the advertised role, please refer to the job description & person specification included in the documents section of this advert.

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 held continuously 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 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 The Administrator will provide day-to-day administrative and coordination support across D2A and IRCH, contributing to effective service delivery and the safe, timely management of patients. Referral and Caseload Management Receive, process and track referrals, ensuring information is accurate, complete and recorded promptly. Maintain current caseload lists, patient records and activity trackers. Support clinicians and service leads with the allocation and coordination of administrative tasks in line with agreed procedures and service capacity. Communication and Coordination Act as a key administrative contact for internal teams, hospital colleagues, community services and partner organisations. Support daily coordination, multidisciplinary meetings, case discussions and appointment arrangements. Follow up outstanding information and escalate delays or concerns to the appropriate person. Data, Governance and Reporting Maintain accurate records and databases, ensuring confidentiality and compliance with Trust policies. Collect and collate activity information, prepare reports and support audits and service improvement initiatives. Assist with monitoring patient flow, identifying administrative issues and escalating risks appropriately. General Administration Manage telephone calls, emails, correspondence and document preparation. Organise meetings and maintain relevant records and action logs. Undertake other duties appropriate to the role, supporting the effective operation of both services. The postholder must demonstrate professionalism, initiative, accuracy, flexibility and a commitment to teamwork and high-quality patient care. For further information about the advertised role, please refer to the job description & person specification included in the documents section of this advert.

Person Specification

Experience

Essential

• oExperience of working in an administrative capacity
• oUnderstanding of Equal Opportunities and Diversity
• oUnderstanding of Data Protection / Confidentiality

Desirable

• oExperience of working in a customer care setting
• oExperience of working in a corporate/call centre environment
• oExperience of working in a healthcare setting
• oKnowledge of Patient Appointment/Database Systems i.e. SystmOne

Skills and Abilities

Essential

• oDemonstrable knowledge of MS Word, Outlook, MS Teams and Excel
• oAccurate data entry and typing skills
• oExcellent written and verbal communication skills
• oAble to work to a high level of accuracy and with attention to detail
• oDemonstrable knowledge of using different systems and databases
• oAble to work unsupervised
• oExcellent time management skills, with the ability to work effectively under pressure, meet deadlines and prioritise workload
• oAbility to work within a team
• oAble to deal with difficult/emotional callers

Education

Essential

• oGCSE (A* - C) or equivalent in Maths and English

Personal Qualities

Essential

• oSelf motivator
• oCapacity to manage a demanding workload
• oGood inter-personal skills
• oGood team-player

Person Specification Experience Essential oExperience of working in an administrative capacity oUnderstanding of Equal Opportunities and Diversity oUnderstanding of Data Protection / Confidentiality Desirable oExperience of working in a customer care setting oExperience of working in a corporate/call centre environment oExperience of working in a healthcare setting oKnowledge of Patient Appointment/Database Systems i.e. SystmOne Skills and Abilities Essential oDemonstrable knowledge of MS Word, Outlook, MS Teams and Excel oAccurate data entry and typing skills oExcellent written and verbal communication skills oAble to work to a high level of accuracy and with attention to detail oDemonstrable knowledge of using different systems and databases oAble to work unsupervised oExcellent time management skills, with the ability to work effectively under pressure, meet deadlines and prioritise workload oAbility to work within a team oAble to deal with difficult/emotional callers Education Essential oGCSE (A* - C) or equivalent in Maths and English Personal Qualities Essential oSelf motivator oCapacity to manage a demanding workload oGood inter-personal skills oGood team-player

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

Beaufort House, Third Floor

Cricket Field Road

Uxbridge

UB8 1QG

United Kingdom

Employer's website

https://www.cnwl.nhs.uk/work (Opens in a new tab)

Employer details

Employer name

Central and North West London NHS Foundation Trust

Address

Beaufort House, Third Floor

Cricket Field Road

Uxbridge

UB8 1QG

United Kingdom

Employer's website

https://www.cnwl.nhs.uk/work (Opens in a new tab)