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Job summary

Main area
Practice Administrator
Grade
Band 4
Contract
Permanent
Hours
Full time - 37.5 hours per week
Job ref
222-SF-760
Employer
West London NHS Trust
Employer type
NHS
Site
St Bernard's Hospital
Town
Southall
Salary
£33,262 - £36,027 Per Annum
Salary period
Yearly
Closing
18/09/2026 23:59

Employer heading

West London NHS Trust logo

Practice Administrator

Band 4

West London NHS Trust  provides a full range of mental health, community  and physical healthcare services for children, adults and older people living in the London boroughs of Ealing, Hammersmith & Fulham and Hounslow.

We also provide some specialist services that are commissioned regionally, such as our medium secure services; and nationally, such as the Cassel Hospital for people with complex and severe personality disorder and our high secure services at Broadmoor Hospital.

Job overview

Looking for a rewarding administrative role where you can make a real difference?

West London Forensic Services is seeking an enthusiastic and highly organised Practice Administrator to join our dedicated Primary Healthcare team. This is an exciting opportunity to play a key role in supporting the delivery of high-quality physical healthcare services within our low and medium secure wards.

As the first point of contact for the service, you will provide comprehensive administrative, secretarial, and reception support to a multidisciplinary team, including GPs, nurses, dentists, chiropodists, and opticians. No two days are the same, making this an ideal role for someone who enjoys a varied and fast-paced working environment.

Main duties of the job

As a Practice Administrator within the Primary Healthcare Service, you will play a vital role in ensuring the smooth day-to-day delivery of healthcare services across West London Forensic Services. Working as part of a busy multidisciplinary team, you will coordinate appointments, manage referrals, track patient pathways, and provide comprehensive administrative and secretarial support to a range of healthcare professionals.

You will be responsible for maintaining efficient booking systems for clinics, liaising with wards and external healthcare providers, coordinating referrals to secondary care services, and ensuring patients receive timely access to treatment and follow-up care. The role also involves organising meetings, taking minutes, managing records and databases, maintaining supplies and equipment, and helping to create a welcoming and professional environment within the Primary Healthcare Centre.

This is a varied and rewarding position that requires excellent organisational skills, attention to detail, and the ability to manage multiple priorities while contributing to the delivery of high-quality patient care. You will work closely with colleagues across a range of disciplines and play a key role in supporting the effective operation and continuous development of the service.

Working for our organisation

West London NHS Trust is one of the most diverse providers of mental health, community and social care in the UK.  

Our 3,982 staff care for people in hospital and in the community, helping them to recover and go on to lead full and productive lives.  We aim to be the best organisation of our kind in the country.  

We provide care and treatment for more than 800,000 people living in the London boroughs of Ealing, Hammersmith & Fulham and Hounslow, delivering services in the community (at home, in GP surgeries and care homes), hospital, specialist clinics and forensic (secure) units. 

We’re rated good overall by the Care Quality Commission (CQC).

Together, we’re committed to promoting hope and wellbeing, working with patients, service users, carers, families and partners across the communities we serve.

We are keen to ensure that our workforce reflects the community it serves, particularly in terms of ethnicity, gender, disability, LGBTQ+ and experience of mental illness.

Detailed job description and main responsibilities

Please refer to the attached Candidate Information Pack, which contains further details about the role, including the key duties and responsibilities and the full person specification.

The criteria listed below are a summary of the requirements and will be used to assess your application. Candidates should review the full person specification before applying.

Person specification

Qualifications

Essential criteria
  • Educated to GCSE level or higher (grade C or above).
  • RSA, shorthand/typing
  • NVQ in Administration level 2 or equivalent or significant relevant experience or NVQ level 3.

Experience

Essential criteria
  • • Significant administrative experience, some at senior level.
  • • Good working experience of diary management.
  • • Experience of taking minutes, some at senior level.
  • • Good experience of organising conferences, and various meetings some at senior level.
  • • Demonstrated ability to sustain initiative and direction under difficult circumstances.
  • • Experience of working within complex teams.
Desirable criteria
  • • Previous experience within an NHS, ideally within primary healthcare
  • • Experience of working in a mental health setting.
  • • Experience on Power point.
  • • Choose & Book system
  • • Rio or EMIS (patient information systems)
  • • Experience of working within a GP surgery

Knowledge

Essential criteria
  • • Ability to introduce and maintain a range of work procedures and practices – both routine and non-routine.
  • • Demonstrated ability to work within and show understanding of equal opportunities.
  • • Good working knowledge of databases
Desirable criteria
  • • Understanding of health & safety issues.
  • • Understanding of the Data Protection Act.

Employer certification / accreditation badges

Fair Train work experience quality standard - gold standardNo smoking policyPositive about disabled peopleJob share policyInvestors in PeopleDefence Employer Recognition Scheme (ERS) - BronzeArmed Forces Covenant

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

Apply online now

Further details / informal visits contact

Name
Sukhy Dhillon
Job title
Deputy Head of Administration
Email address
[email protected]
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