Job summary
- Main area
- Administration
- Grade
- NHS AfC: Band 4
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
- Job ref
- 333-D-HJ-1974
- Employer
- Central and North West London NHS Foundation Trust
- Employer type
- NHS
- Site
- St John Street Probation Office
- Town
- Angel
- Salary
- £33,094 - £36,195 per annum incl. HCAS [pro rata if PT]
- Salary period
- Yearly
- Closing
- 22/02/2026 23:59
Employer heading
Administrator
NHS AfC: Band 4
CNWL (Central and North West London NHS Foundation Trust) has almost 8,000 staff providing integrated healthcare to a third of London's population, Milton Keynes and areas beyond. We involve service users, carers, the public, staff and partner organisations in the way that we are run.
Our catchment area spans diverse communities, with over 100 first languages spoken. It contains areas of great affluence as well as areas of much deprivation. We are committed to providing services that meet the needs of the people who use them, and we actively encourage involvement from local people who can help make a difference. We’re proud of our diversity and we continue to undertake new initiatives to advance equality for LGBT+, BME and people with disabilities to promote good relations and understanding between our staff.
We are recognised locally, nationally and internationally for providing high quality, innovative healthcare. We aim to employ only the best people, and our experts are frequently called upon to contribute to national health strategy and policy, and many models of our care have been adapted for use in other countries.
We offer a generous relocation package (subject to eligibility assessment) and flexible working options, including bank assignments for most roles. For more information on these and other benefits of working for us, see our Benefits, Reward and Wellbeing page
Become part of our team. We care for you as much as you care for others.
CNWL NHS Foundation Trust are committed to safeguarding all children and vulnerable adults and expect all staff and volunteers to share this commitment. We follow safe recruitment practices to protect children and vulnerable adults.
Job overview
An opportunity has arisen for an enthusiastic and committed individual with excellent written and verbal communication skills and a broad range of up-to-date IT and administrative skills to join our Integrated Community Pathways Service (ICPS) in North-West London. The service is part of the Offender Personality Disorder (OPD) pathway which is a national initiative offered by the NHS England and HMPPS. The service provides consultation and training to probation staff working with high risk personality disorders, in addition to working directly with offenders.
We are looking for a suitably qualified and experienced administrator who is able to work using their own initiative, is flexible and willing to carry out the full range of administrative duties, this will be a varied and interesting position supporting the ICPS Lead as well as the other clinicians working in the service. The position requires you to be organised and able to prioritise a number of key tasks.
The successful candidate will demonstrate drive, commitment and enthusiasm for the delivery of quality care for adult offenders, together with a proven ability to exercise a degree of personal and professional autonomy.
Main duties of the job
The post holder will provide admin support to the North-West Integrated Community Pathways Service (ICPS), incorporating the Core-OM as well as Standard and Enhanced Intensive Intervention and Risk Management Service (IIRMS) which is delivered to probation staff and people on probation.
The post holder will be responsible for developing administration systems and providing day to day administrative support to the service. The post requires the ability to work on own initiative and to liaise effectively with a broad range of professions and service users and to maintain client confidentiality.
Working for our organisation
We believe in supporting our staff to develop to their full potential.
The post-holder will be based within the ICPS base at St John Street Probation Office, Islington although may be required to attend meetings elsewhere in London on occasion.
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 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 the Pre-Screening Immigration section of your application form.
Please note role 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
Detailed job description and main responsibilities
1. To provide a comprehensive administrative service to the ICPS team, including processing all reports, correspondence and documentation, and related filing, binding, faxing, and photocopying.
2. To ensure that all incoming post is date-stamped and distributed to the appropriate persons, and that out-going mail is sorted according to internal, external departments and relevant agencies.
3. To type correspondence when required.
4. To coordinate and maintain office filing systems and databases of all service user information (patient notes, correspondence, questionnaires) is accessible to relevant staff; is kept in line with data quality standards, record keeping and confidentiality policies at all times. Any concerns should be raised.
5. To update service user information on files and on IT database systems, including excel and service user recording software (e.g. SystemOne and nDelius), ensuring data quality is monitored and any concerns raised.
6. To provide clerical support to team members including opening, withdrawing, archiving and closure of case records and filing.
7. To develop and maintain information-gathering systems for the team and as required, prepare reports and audits from the data gathered.
8. To accurately record minutes at ICPS meetings
9. To book interpreters and translators for service user appointments and monitor confirmation of bookings and action as appropriate.
10. To ensure there is an adequate supply of all ICPS resources (forms and adequate stationery supplies, letterheads, information leaflets etc) available for colleagues and service users.
11. To provide administrative support for presentations including setting up of equipment, providing handouts and refreshments as appropriate.
12. To receive regular one to one and team supervision from the ICPS Lead.
13. To work flexibly in order that essential priority tasks are covered and dealt with.
14. To ensure regular maintenance of non-clinical equipment within the team, ensuring that equipment is reported for repair as necessary and that the office is kept clean and tidy at all times.
15. To undertake the in-putting of activity data on to the appropriate Information Systems, and to assist in the collation of statistical information for the purpose of contract and quality monitoring.
16. To participate in activity monitoring and basic audit as required.
17. To liaise with Estates and Facilities regarding facilities required and report to the line manager any issues that are of concern relating to health and safety of the building.
18. To arrange appointments and bookings for the service.
19. To communicate effectively with a wide range of people from different backgrounds. Dealing sensitively and tactfully with clients and their parents/carers in person, or on the telephone.
20. To provide reception and switchboard duties including answering the telephone, taking messages, transferring calls and communicating with service users’ attending in person or telephoning clinicians.
21. To take and relay clear messages. This includes handling queries from other professionals and obtaining information to enable these to be dealt with as effectively and speedily as possible.
22. To deal sensitively with service users or their carers/relatives who may be distressed. To exercise judgment when dealing with inquiries and resolve patient problems by providing information and advice regarding appointments or the service as appropriate, or by passing on to the appropriate team member.
23. Broadly: to use information technology for a range of purposes; to have excellent verbal, written and communication skills; to induct new staff to appropriate filing and administration systems; to have the ability to remain calm and sensitive in difficult and stressful situations.
PERSONAL DEVELOPMENT
24. Undertake annual Performance Review and Personal Development Planning.
25. Adopt and implement agreed service developments in line with the Directorate and Trust objectives.
26. Responsible for own personal development
Person specification
Qualifications
Essential criteria
- Good knowledge and use of the English Language and good interpersonal skills
- Excellent grammar, spelling and punctuation
- Good level of education (educated to O Level/GCSE standard or equivalent) including English and Mathematics
Desirable criteria
- Significant experience of working within the NHS
- Working within a forensic setting
- Knowledge of Patient Journey process
Experience
Essential criteria
- Significative experience working in a busy office environment
- Experience of working within a framework of confidentiality
- Experience of successfully and tactfully dealing with a range of difficult situations
- Good organisational and time management skills, able to use initiative and prioritise workload
- Able to work effectively as a member of a team
Desirable criteria
- Audio Typing
Knowledge/Skills/Abilities
Essential criteria
- Knowledge of Microsoft office applications, e.g. Word, Excel, Power Point, Access, Outlook and Outlook diary and of other databases
- Accurate copy typing skills with minimum typing speed of 50wpm
- Excellent verbal and written communication skills
- Good understanding of confidentiality issues
- Ability to work under pressure
- Flexible and reliable
- Willing to learn new skills
Other
Essential criteria
- Ability to work in probation services, in line with HMPPS policy and procedures and obtain and maintain enhanced security clearance.
Employer certification / accreditation badges
Applicant requirements
This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.
Documents to download
Further details / informal visits contact
- Name
- Rachel Duller
- Job title
- NW ICPS Lead
- Email address
- [email protected]
- Telephone number
- 07956016776
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