Senior Admin Lead

Main area Senior Admin Lead Grade NHS AfC: Band 5 Contract Fixed term: 10 months (Ending 8th October 2027) Hours Full time - 37.5 hours per week Job ref 220-WHT-8287754

Employer Whittington Health NHS Trust Employer type NHS Site Whittington Hospital Town London Salary £38,488 - £46,852 Per Annum Including HCAS Salary period Yearly Closing 09/11/2026 23:59

By applying for this role, you accept in the event you are successful that your personal data may be transferred from the Trust to another NHS organisation where your employment transfers within the NHS. This is in accordance with the streamlining programme which is aimed at saving you time and improving efficiencies within the NHS when your employment transfers.

Artificial intelligence (AI) is a set of technology that can perform various tasks that typically required human intelligence. Your application is your opportunity to demonstrate to us how you meet the requirements of the role.

We recognise that AI tools can support accessibility, equity and confidence for applicants. However, it’s important that examples and responses genuinely reflect your own experience and abilities, as these will be explored further during the selection process. AI must not be used to provide misleading or false information during any stage of the application journey.

Whittington Health NHS Trust is committed to ensuring that its recruitment processes are carried out with integrity, transparency, and fairness for all applicants. To help maintain these standards, we ask candidates to provide accurate and truthful information throughout the recruitment process.

If incorrect or misleading information is identified, this may affect the progression of an application, any employment offer, or continued employment. As part of our due diligence, the company may verify the information provided by applicants and take appropriate act ion where necessary.

We do not charge applicants any fees at any stage of the recruitment process, including applications, interviews, sponsorship arrangements, pre-employment checks, or employment offers. All vacancies are advertised through TRAC/NHS Jobs and candidates are assessed solely on their skills, qualifications, experience, and suitability for the role. If you are asked to make a payment in connection with an NHS job opportunity, please treat this as suspicious and contact the organisation directly using the details published on our official career's website.

The Senior Admin Lead key role is to supervise and support the PPCs (patient pathway coordinators) and administrative staff within their teams by providing day-to-day management. The post holder will have a responsibility for supporting patients through their clinical pathway to ensure prompt treatment, no unnecessary delay and confusion, and to enable a positive and reassuring care experience.

The postholder will ensure that every effort is taken to the improve quality of communication and work proactively to improve access to information and response to enquiries for all patients who use the service. The key functions of the post are ensuring high quality patient experience and assisting service development to maintain this.

The role requires close liaison with other managers and medical staff. The post holder will be expected to undertake clerical and administrative duties as part of the team where appropriate, ensuring the maintenance of basic and essential services are met.

The post holder will ensure the work of the department is carried out to the required high standards and will contribute to the continuous evaluation of systems to improve the service and to.

Main duties of the job

• The post holder will be responsible for the day-to-day supervision, line management and performance of the PPC and administrative support roles with their teams
• To be responsible for the ordering and monitoring of stationery and office equipment for the departments.
• The team leader should prioritise their individual workload and work to tight deadlines as required.
• To ensure that any information is effectively disseminated throughout the department, directorate or hospital wide, as directed.
• To collate referral data from various services (GP, E-Referrals, and ICE)
• To act as a point of escalation for PPC colleagues and administrative teams.
• To support the administrative team on the reception desk when required.
• To monitor the team email inboxes, ensuring task have been completed.
• Adhere to appropriate health and safety, fire and statutory regulations and all Trust policies relevant to the post.
• To investigate and respond to complaints.
• To attend all departmental meetings and take minutes/actions.
• Undertake any other duties commensurate with the grade as agreed and delegated by your manager.
• To have visibility of consultant leave to ensure sufficient cover is arranged and clinics are cancelled, and patients rebooked for next available appointment.
• To work as an effective, responsible team member, supporting colleagues and highlighting issues and potential solutions.

Working for our organisation

Whittington Health serves a richly diverse population and works hard to ensure that all our services are fair and equally accessible to everyone. Nowhere is this more obvious than in the way we look after our staff. We aim to employ a workforce which is as representative as possible of this population, so we are open to the value of differences in age, disability, gender, marital status, pregnancy and maternity, race, sexual orientation, and religion or belief. The Trust believes that as a public sector organisation we have an obligation to have recruitment, training, promotion and other formal employment policies and procedures that are sensitive to these differences. We think that by doing so, we are better able to treat our patients as well as being a better place to work.

Our values underpin everything we do. Our staff are committed to delivering the following values in everything they do.

Our ICARE values have been created by our staff and are embedded in our appraisal and planning processes and form part of our staff excellence awards.

Detailed job description and main responsibilities

Please refer to the attached job description and person specification for a more detailed information.

Person specification

Education & Qualifications

• Minimum of 5 GCSEs or equivalent including English and Mathematics
• Full range of administrative and organizational policies and procedures acquired through training or equivalent experience to degree level.

Skills & Abilities

• Computer literate-Word processing, spreadsheets and database
• Excellent organisational and prioritisation skills
• Excellent verbal and written communications
• Interacts well with colleagues and other disciplines of staff

Knowledge & Experience

• Working in a busy office/ NHS environment
• Able to use own initiative
• Ability to work alone or part of a team

SAFEGUARDING CHILDREN AND ADULTS

To comply with the Trust’s Safeguarding Children and Adults policies, procedures and protocols. All individual members of staff (paid or unpaid) have a duty to safeguard and promote the welfare of children, young people and vulnerable adults This will require you to:

• Ensure you are familiar with and comply with the London Child Protection Procedures and protocols for promoting and safeguarding the welfare of children and young people.
• Ensure you are familiar and comply with theLondon Multi Agency Safeguarding Vulnerable Adults Pan London Procedures.
• Ensure you are familiar and comply with local protocols and systems for information sharing.
• Know the appropriate contact numbers and required reporting lines.
• Participate in required training and supervision.
• Comply with required professional boundaries and codes of conduct

Whittington Health is committed to safeguarding all children and vulnerable adults and expects all staff and volunteers to share this commitment.

Your application form –

• Provide only business email address for your referees – we are unable to request references from yahoo, Hotmail, Gmail accounts.
• Make sure you to include all evidence of where you meet the essential requirement on the jobs description as this forms the base of our shortlisting criteria.

Our processes –

• Closing dates are given as a guide; we are within our right to close adverts early so please ensure you submit your application as soon as possible to avoid delay.
• If you do not hear from us up to 3 weeks after the closing date of the job unfortunatelythis means you have not been successfullyshortlisted for interview. If your require feedback on your application please contact the appointing manager detailed in the body of the advert.
• Please check your emails regularly as all correspondence from us will be via trac.systems – occasionally these emails will go into your Junk folder.
• Employment at Whittington Health is offered subject to successful completion of a 6 month probationary period for all staff with the exception of GMC Registered Doctors.

Other important information –

• You must already have the right to work in the United Kingdom or fully meet the eligibility criteria for sponsorship under the Skilled Worker visa route. We welcome applications from candidates who require visa sponsorship; however, we can only consider these where all UKVI requirements are met. Before applying, please ensure that both you and the role satisfy the relevant UK Visas and Immigration (UKVI) points‑based system criteria, as applications that do not meet these requirements cannot be progressed. For more information about the criteria, please click here
• Applications are welcome from people wishing to job share or work flexible patterns. We are committed to equal opportunities.
• In submitting an application form, you authorise WhittingtonHealth NHS Trust to confirm any previous NHS service details via the Inter Authority Transfer (IAT) process should you be appointed to the post.

If you are offered a role with one of the NLPSS partner trusts, as part of pre‑employment checks youridentity and right to work documentation will be verifiedremotely (in most circumstances), using a certified identity verification service provider TrustID. You will be asked to capture an image of the relevant documents as well as a “selfie” using your smartphone/tablet (if available) for facial mapping. TrustID will also perform a digital address check using Trunarrative and Equifax, which is a soft check and does not leave a footprint on your credit rating. For more information, visit www.trustid.co.uk

Please note that during the recruitment process your Identity Documentation (i.e. passport, driving licence, visa, etc.) will be scanned using a device which recognises UV, Infrared and Machine Readable Zone security features of the documents provided

The Trust uses electronic new starter forms on Trac to collect personal details. Information collected is securely stored and used to set up the employee record on the ESR HR system.

We would welcome applications from individuals who are from underrepresented groups in the organisation

Employer certification / accreditation badges

This post will require a submission for Disclosure to be made to check for any unspent criminal convictions.

Application numbers

This vacancy may close early if it receives a high number of applications. Please complete and submit your application in good time to avoid disappointment.

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