Band 3 Administrator

Transformationunitgm; Milton Keynes; On-site; GBP 24,000 - GBP 27,000; Full time

Job summary

A prominent NHS Trust in Milton Keynes is seeking a Band 3 Administrator to provide essential administrative support across healthcare departments. This full-time role emphasizes strong communication skills and the ability to work collaboratively within a diverse team. Ideal candidates will have a good general education and prior experience in office administration, particularly within the NHS environment. The position offers a salary of £24,937 - £26,598 per annum and includes a generous relocation package and flexible working options.

Benefits

Generous relocation package

Flexible working options

Supportive training environment

Qualifications

• Good level of general education with GCSEs in English and Maths.
• Previous office and administrative experience is essential.
• Experience of working within an NHS department or secure environments.

Responsibilities

• Provide general administrative support across healthcare departments.
• Act as the first point of contact for prison and external inquiries.
• Produce the daily patient movement list and respond to requests for records.

Skills

Strong communication skills

Attention to detail

Ability to prioritize workload

Experience with MS Word and Excel

Education

General education including GCSEs in English and Maths

Tools

MS Word

MS Excel

C-NOMIS

SystmOne

Job description

Main area Health and Justice Grade NHS AfC: Band 3 Contract Permanent Hours Full time - 37.5 hours per week (Mon - Fri) Job ref 333-D-HJ-1954-A

Employer Central and North West London NHS Foundation Trust Employer type NHS Site HMP Woodhill Town Milton Keynes Salary £24,937 - £26,598 per annum (pro rata if P/T) Salary period Yearly Closing 15/02/2026 23:59

Band 3 Administrator

NHS AfC: Band 3

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

We are seeking an enthusiastic & well organised individual to provide general administrative support to the services based across all of the healthcare departments.

We are a small, well integrated team pivotal to enabling quality Health Care to be delivered to our patient group.

We liaise closely with the Prison & external agencies. We are seeking an individual with strong communication skills & commitment to Team work.

Full training in a supportive environment

Main duties of the job

To provide general administrative support where needed across healthcare. Duties include, but are not limited to:

• Distribution of post
• Timely processing and response to routine correspondence
• Acting as first point of contact for the prison and external agencies
• Ensuring information is processed in a timely and confidential manner
• Providing secretarial support to the wider team
• Producing the daily patient movement list
• Responding to requests for Medical Records
• Scanning and filing
• Providing support for the recruitment process
• Allocating internal/external appointments
• Ordering supplies
• Ensuring routine maintenance of equipment and treatment areas

Working for our organisation

The Healthcare Department at HMP Woodhill believes in 'caring not judging.' We work together in a mutually supportive manner to provide quality Health Care to our patients. The Admin Team is pivotal to enabling the work of our Clinicians & Sub-contractors. We are a well integrated Team with a proactive & 'can do' culture.

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).

Detailed job description and main responsibilities

To provide general administrative support where needed across healthcare.

• Responsible for the distribution of post received, ensuring that all correspondence is distributed appropriately and accurately
• Support the timely processing and response to routine correspondence, including complaints and concerns, in line with local and Trust guidelines
• Deal with telephone enquiries, acting as first point of contact for the prison and external agencies, and respond accordingly
• Ensure information received from other agencies is processed in a timely and confidential manner
• Provide secretarial support using a variety of software packages (primarily MS Word, MS Excel, C-NOMIS and SystmOne) to the multi-disciplinary team
• Produce the daily patient movement list (PMMS)
• Respond to requests for Medical Records within set timescales and in line with local processes
• Scanning and filing to patient records as required
• Assist in the implementation of management information systems with inputting and extracting data
• Provide administrative support for the recruitment process as required both pre and post interview
• Support and allocate internal/external appointments as required
• Order supplies to include medical and stationery requirements
• Liaise with internal and external agencies as required to ensure routine maintenance of equipment and treatment areas is kept up to date
• Provide statistical information as required
• Filing in a timely and accurate manner
• Support data collection exercises associated with core healthcare functions as required

To meet the evolving needs of the organization you may also be required to provide cover in other areas following appropriate discussion.

Person specification

Education and Qualifications

• A good level of general education to include ‘O’ level or GCSE standard for English and Maths or equivalent

Previous Experience

• Previous office and administrative experience
• Experience and knowledge of software programmes
• Good standard of written and oral communication
• Experience of working within an NHS department or secure settings environment

Skills & Knowledge

• Ability to develop and maintain high standards of accuracy and attention to detail
• Ability to prioritize and plan workload to meet deadlines and competing demands
• Willing to develop own skills and knowledge
• Ability to maintain quality in own work
• Flexible and able to provide admin cover in all healthcare areas
• Able to work autonomously and within a team

The successful applicant may have contact with patients or service users. As an NHS Trust we strongly encourage and support vaccination as this remains the best way to protect yourself, your family, your colleagues and of course patients and service users when working on our healthcare settings.

• Due to the high response levels we receive for some vacancies, we may expire any of them prior to the advertised closing date and advise you to submit your application as soon as possible
• Applications from job seekers who require sponsorship to work in the UK are welcome and will be considered alongside all other applications. Before submitting your application and to avoid disappointment please check that you are eligible under the UKVI points based system
• Our Agenda for Change employment contracts are subject to a contractual 13 week probationary period
• If you are offered a job, information will be transferred into the national NHS Electronic Staff Records system

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.