Senior Admin Assistant Band 3

Band 3

Main area

Physiotherapy and Hand Therapy

Grade

Band 3

Contract

12 months (12 month fixed-term)

Hours

Full time - 37.5 hours per week (Flexible working available)

Job ref

396-8135569-DE-GV

Site

Kingston Hospital

Town

Kingston Upon Thames

Salary

£30,630 - £32,346 Pro rata, pa, incl. HCAS (outer london)

Salary period

Yearly

Closing

26/10/2026 23:59

Home, community, hospital

Kingston and Richmond NHS Foundation Trust offers a range of fantastic opportunities to grow your career across both hospital and community settings in south London. Whether you're looking to build new skills or take your experience to the next level, we are uniquely placed to provide the right environment to support your professional development. With colleagues working in people’s homes, in community clinics, and in our two hospitals, we have an outstanding breadth of knowledge and experience to draw from.

Our commitment to exceptional care is reflected in being the first trust of our kind in London to achieve an ‘Outstanding’ rating from the CQC for both overall quality and leadership. We exist to provide the best possible care for our patients and we do that by giving our colleagues what they need to be their best at work. We have won numerous awards from the HSJ and Nursing Times for the way we support our colleagues across all our services.

We are proud to be recognised for our outstanding cancer care, children's services, pioneering surgical teams, and exceptional rehabilitation services. Our maternity services have been rated the "Best in London" by women surveyed by the Care Quality Commission (CQC), with parents travelling to Kingston to take advantage of our considerable experience and expertise.

Our Trust values

These words are important reminders, but it’s our behaviours that tell people who we are. We expect all colleagues to bring our values to life in their work.

• Compassionate: We provide care with kindness, understanding, and empathy for all.
• Inclusive: We embrace diversity and respect the unique contributions of every individual.
• Collaborative: We foster teamwork across all levels, working together and with our partners to deliver the best outcomes.
• Inspiring: We are committed to continuous improvement and excellence in patient care, staff development, and innovation.

Job overview

We are looking to recruit a motivated administrator who enjoys working as part of a supportive, tight-knit team and strives to provide great assistance and high-quality care to patients, clinicians and to their colleagues.

Main duties of the job

The successful applicant will work with our team to provide administrative services to the physiotherapy and hand therapy department at Kingston Hospital; primarily the management of patient appointments and clinical diaries, but also in more general administrative duties.

The post holder will ensure high levels of patient and clinician satisfaction by being an accessible, customer-focused and knowledgeable point of contact.

This role will ideally suit those with experience within a customer services environment or call centre background with a passion for providing the best possible service to our patients and service users.

Working for our organisation

Development and staff wellbeing

Your growth and happiness matters to us. After all, we can’t expect the best from you if we don’t invest in your development and nurture your wellbeing. From the moment you join us, we’re committed to fostering your professional and personal development within a supportive, empowering environment. Whether you’re just starting your career or looking to advance further, we provide you with the tools and opportunities you need to succeed. We actively support colleagues to take part in research, quality improvement and innovation, whatever their role or level in the organisation.

To support your wellbeing, we offer an extensive range of resources, including an on-site staff nursery at Kingston Hospital, wellbeing practitioners, wellbeing classes, dedicated staff physiotherapist, comprehensive occupational health services, 24/7 employee assistance programme, and a range of other support and activities.

We also take every opportunity to thank and recognise the work our teams do, through weekly ‘shoutouts’ and patient feedback, monthly and annual awards.

Wherever you work across our organisation, we look forward to welcoming you.

Detailed job description and main responsibilities

*Please see the attached supporting document/s (JD) which contains more information about the role in the job description and person specification*

NB: ensure any supporting statements align with the job description and person specification, as your application will be assessed against these criteria.

Person specification

Qualifications

Essential criteria

• GCSE or equivalent in English and Maths, grades A-C
• A-level, or NVQ Level 4 in Business Administration/Customer Care or acquired equivalent experience
• Customer services qualification via an Apprenticeship

Desirable criteria

• Computer Literacy Course 5

Experience

Essential criteria

• Use of full range of IT systems and patient data systems.
• Scheduling management; e.g. appointment / clinic booking
• Work within a healthcare setting

Desirable criteria

• Complaints handling
• NHS work experience

Skills

Essential criteria

• Accurate data entry, typing and checking skills
• Ability to produce letters / reports using Word and Excel
• Excellent interpersonal skills
• Ability to plan, prioritise and delegate workload
• Ability to use own judgement to resolve problems and queries competently, including those of a sensitive and confidential nature
• Ability to initiate & co-ordinate change to own working practices

Knowledge

Essential criteria

• Good knowledge of speciality specific patient pathways
• Understanding of patient priorities and performance targets related to appointments and waiting times
• Thorough knowledge of healthcare administrative systems and processes

Desirable criteria

• Understanding of Primary Care, GP and community services
• Basic knowledge of medical terminology

We support the NHS Flex for the Future pledge

We welcome conversations about flexible working from day one, including options such as adjusted hours, compressed hours and other arrangements. If flexibility matters to you, please talk to us - we’ll be happy to explore what’s possible for the role and the service.

Your recruitment team

The NHS South West London Recruitment Hub is your dedicated recruitment team, here to support you at every stage of the process. If you have a query, please contact us:

E: [email protected]

Your application

Please ensure your supporting statement clearly reflects the job description and person specification, as shortlisting will be based on these criteria.

Please refer to the latest UKVI guidance and ensure you have the appropriate right to work before applying for this role.

Use of Artificial Intelligence
We kindly ask that you avoid using AI tools to draft your application. We value authentic, individual responses that reflect your own experience and communication style.

References

Please provide a minimum of 3 years’ employment and/or education history, including professional email addresses (not personal accounts such as Hotmail or Gmail). If you cannot provide these, please inform the interview panel to avoid delays in pre-employment checks.

Closing date

To help us manage recruitment efficiently, some vacancies may close early once we have received a sufficient number of applications.

Shortlisting

If you are successfully shortlisted, you will be contacted by email or SMS from the South West London Recruitment Hub. Please check your registered TRAC email regularly.

Application feedback

If you do not hear from us within four weeks of the closing date, please assume your application has not been successful on this occasion.

Safeguarding and DBS Checks

We are committed to safeguarding children and vulnerable adults. For roles with direct access to these groups, an Enhanced Disclosure and Barring Service (DBS) check will be required. All staff are expected to understand and uphold their safeguarding responsibilities as part of their role.

Applicant requirements

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.

Application numbers

This vacancy may have an application cap, so please apply promptly to avoid disappointment. Ensure your supporting statement clearly shows how you meet the job specifications.

Further details / informal visits contact

Name

James Martin

Job title

Admin Manager

Email address

[email protected]

Telephone number

020 8934 2510