Ward Administrator

Ward Administrator – East London NHS Foundation Trust

East London NHS Foundation Trust is recruiting a Ward Administrator to provide essential administrative and reception support within its inpatient mental health services at City & Hackney Centre for Mental Health, London.

This is an 8-month fixed-term, full-time NHS Band 4 position with a salary of £28,392 to £31,157 per year, including HCA.

Importantly, the vacancy states that applications from candidates who require current Skilled Worker sponsorship are welcome and will be considered alongside all other applications.

Job Details

• Job Title: Ward Administrator
• Employer: East London NHS Foundation Trust
• Band: NHS Band 4
• Salary: £28,392 – £31,157 per year, including HCA
• Contract: Fixed term
• Duration: 8 months
• Working Pattern: Full-time
• Location: City & Hackney Centre for Mental Health, London
• Reference: 363-CH8283619
• Date Posted: 18 September 2026
• Closing Date: 27 September 2026
• Department: Inpatient Mental Health Services
• Sponsorship: Skilled Worker sponsorship applicants are welcome to apply, according to the vacancy

About the Role

East London NHS Foundation Trust is looking for a Ward Administrator to join its team supporting wards across City & Hackney.

The successful candidate will work alongside other Ward Administrators to help ensure the smooth day-to-day operation of the inpatient ward. The role involves a broad range of reception, administrative, records and welfare-related duties.

You will work closely with the Modern Matron and Clinical Nurse Manager, as well as multidisciplinary professionals, patients, families and external services.

This is a busy and demanding administrative position where the ability to multitask, prioritise work and use initiative is important. The post holder will be expected to work independently while maintaining effective communication with the wider clinical team.

Key Responsibilities

The Ward Administrator will provide comprehensive administrative support to the inpatient ward, including:

• Supporting the day-to-day administration of the female ward.
• Liaising with multidisciplinary staff, service users, families and other professionals.
• Working with Community Teams, Occupational Therapists, Psychologists, Social Services and interpreting services.
• Maintaining effective communication with colleagues and partner services.
• Receiving incoming telephone calls and dealing with enquiries professionally and courteously.
• Taking clear messages and ensuring information is passed to the appropriate members of staff promptly.
• Handling telephone calls in accordance with confidentiality, data protection and customer-care requirements.
• Responding appropriately to verbal complaints and referring matters to the Clinical Nurse Manager or Modern Matron when necessary.
• Registering new patient admissions, referrals, discharges, leave status and clinic appointments on the Trust’s electronic patient system.
• Alerting the clinical ward team to emergency or urgent referrals.
• Entering activity data into relevant information systems.
• Assisting with the collection and collation of statistical information for service evaluation.
• Uploading relevant patient documentation to the electronic patient system.
• Carrying out checks on information entered into electronic systems to reduce duplication and maintain data quality.
• Creating, maintaining, closing and archiving patient files in accordance with record-keeping policies.
• Maintaining the confidentiality and safe custody of electronic and paper medical records.
• Maintaining accurate filing systems and ensuring patient notes, correspondence and questionnaires are appropriately filed.
• Distributing discharge information and relevant clinical information to community services.
• Date-stamping and distributing incoming post.
• Assisting with food orders and stationery supplies in accordance with local procedures.
• Reporting faults with office and ward equipment and arranging repairs where required.
• Reporting health and safety concerns to the Clinical Nurse Manager or Modern Matron.
• Supporting the production of service reports and monitoring information.
• Assisting with reports covering areas such as bed occupancy, referral data, patient satisfaction and carer satisfaction.
• Supporting systems used to record and monitor staff training activity.

Administrative and Communication Duties

The role requires strong administrative and communication skills.

You may be required to undertake general office duties such as:

• Typing correspondence.
• Copying and collating documents.
• Binding and laminating documents.
• Preparing meeting materials and presentations.
• Organising refreshments and handouts.
• Maintaining supplies of information leaflets, booklets and appointment cards.
• Taking minutes where required.
• Managing reception-related enquiries.

Because the role involves contact with patients, families and healthcare professionals, the successful candidate should be able to communicate professionally while remaining calm and sensitive when dealing with difficult or stressful situations.

Requirements / Person Specification

Essential Education and Qualifications

Applicants should have:

• Education to GCSE standard or equivalent.
• A good standard of written and spoken English.
• English GCSE or NVQ Level 3.

Essential Knowledge and Skills

Candidates should demonstrate:

• Computer literacy.
• Word-processing skills.
• Experience using Microsoft Office, including Excel.
• Copy-typing skills of approximately 50 words per minute.
• Data-entry skills.
• The ability to prioritise workloads.
• Effective time-management and organisational skills.
• The ability to work independently.
• Initiative and sound judgement.
• The ability to manage workloads without direct supervision.

Desirable Skills

The Trust would also value:

• Good verbal and written communication skills.
• Strong interpersonal skills.
• The ability to exercise judgement when dealing with enquiries from patients, parents, carers and professionals.
• The ability to work effectively within a multidisciplinary team.
• The ability to work under pressure.
• A strong understanding of confidentiality when handling client information.

Experience

Essential Experience

Applicants should have:

• Proven experience working as part of an administrative or secretarial team.
• Experience of routine office administration.
• Experience carrying out reception duties.

Desirable Experience

It would be advantageous to have:

• Experience working in an NHS administrative environment.
• Experience within a mental health service.
• Knowledge of Patient Administration Systems, particularly RiO.

Salary & Benefits

The position is offered at NHS Band 4, with a salary of:

£28,392 – £31,157 per year, including HCA.

The role is offered on a full-time, fixed-term basis for eight months.

As an NHS role, employment will be subject to the applicable Trust and NHS terms and conditions.

Working Pattern

This is a full-time position based at:

City & Hackney Centre for Mental Health
Gate 7 Homerton Row
London
E9 6SR
United Kingdom

The successful candidate will work in a busy inpatient environment and will need to manage competing administrative priorities while supporting the clinical team.

Visa / Right-to-Work

Skilled Worker sponsorship applicants are welcome to apply.

The vacancy specifically states that applications from job seekers who require current Skilled Worker sponsorship to work in the UK are welcome and will be considered alongside all other applications.

Candidates who require sponsorship should still check their individual eligibility and the current UK immigration requirements before applying, as a vacancy’s sponsorship statement does not by itself guarantee that an applicant will qualify for a visa.

The vacancy also states that overseas Skilled Worker applicants may need to provide criminal record certificates covering countries where they have lived for the required periods.

DBS Check

This position is subject to the Disclosure and Barring Service (DBS) checking process under the relevant provisions of the Rehabilitation of Offenders Act.

Applicants should therefore expect the required pre-employment checks to form part of the recruitment process.

Application / Selection Process

Interested candidates should apply through the official NHS Jobs vacancy.

Applicants should ensure that their application demonstrates relevant experience in:

• NHS or healthcare administration, where applicable.
• Reception and office administration.
• Data entry and electronic record systems.
• Microsoft Office and Excel.
• Confidential handling of patient information.
• Working independently and managing competing priorities.
• Communication with patients, families and multidisciplinary teams.

Candidates should also demonstrate their ability to remain organised and professional in a busy inpatient environment.

Deadline

The closing date for applications is:

27 September 2026

Candidates interested in the role should submit their application before the stated deadline.

Ward Administrator – East London NHS Foundation Trust

Salary: £28,392 – £31,157 per year
Band: 4
Contract: Fixed term – 8 months
Hours: Full-time
Location: London
Closing Date: 27 September 2026
Reference: 363-CH8283619
Skilled Worker Sponsorship: Applications requiring current Skilled Worker sponsorship are welcome, according to the vacancy.

FAQs

Does this Ward Administrator job offer Skilled Worker sponsorship?

The vacancy states that applications from job seekers who require current Skilled Worker sponsorship are welcome and will be considered alongside other applications.

What is the salary?

The salary is £28,392 to £31,157 per year, including HCA.

What NHS Band is the role?

This is an NHS Band 4 position.

Is the position permanent?

No. It is an 8-month fixed-term contract.

Is the role full-time?

Yes. The advertised working pattern is full-time.

Where is the Ward Administrator job based?

The role is based at City & Hackney Centre for Mental Health, Gate 7 Homerton Row, London, E9 6SR.

What experience is required?

Essential experience includes working as part of an administrative or secretarial team and experience of routine office administration, including reception duties.

Is NHS experience required?

NHS experience is listed as desirable rather than essential. Experience in an NHS mental health service would be advantageous.

Is knowledge of RiO required?

Knowledge of the RiO Patient Administration System is listed as desirable. The successful candidate will be expected to use the Trust’s electronic patient systems as part of the role.

What computer skills are required?

Candidates should have computer literacy, word-processing skills, Microsoft Office and Excel experience, as well as data-entry and copy-typing skills.

When does the vacancy close?

The closing date is 27 September 2026.

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