Senior Administrator

Job overview

We are looking for a highly organised and proactive Senior Administrator to join our team. This is a pivotal role that provides comprehensive administrative support to ensure the smooth and efficient delivery of services across our busy Theatre and Anaesthetic departments.

The successful candidate will work closely with clinical and operational colleagues, coordinating a wide range of administrative activities, managing competing priorities, and acting as a key point of contact for staff and stakeholders. The role requires excellent communication, problem-solving and organisational skills, alongside the ability to work independently in a fast-paced environment.

This is an exciting opportunity for an experienced administrator who enjoys improving processes, supporting teams to deliver high-quality patient care, and contributing to service development. You will play an important role in ensuring that systems, information and workflows are managed effectively, helping colleagues focus on delivering the best possible outcomes for patients.

We are looking for someone who is professional, adaptable and committed to delivering excellent customer service, with a keen eye for detail and a passion for continuous improvement.

Main duties of the job

• The Senior Administrator plays a key role in supporting the effective delivery of services by providing high-quality administrative and coordination support. The post holder will manage a varied workload, acting as a central point of contact for staff and stakeholders, ensuring enquiries, correspondence and requests are handled efficiently.
• Key responsibilities include coordinating meetings and diaries, preparing documentation and reports, maintaining accurate records and databases, and supporting the monitoring of service performance. The post holder will work closely with clinical and operational teams to ensure administrative processes run smoothly and deadlines are met.
• The role also involves supporting service improvement initiatives, identifying opportunities to enhance processes and ways of working, and providing guidance to administrative colleagues when required. The successful candidate will demonstrate excellent organisational skills, attention to detail, and the ability to manage competing priorities in a busy environment while maintaining high standards of customer service and confidentiality.

Working for our organisation

At Imperial College Healthcare you can achieve extraordinary things with extraordinary people, working with leading clinicians pushing boundaries in patient care.

Become part of a vibrant team living our values - expert, kind, collaborative and aspirational. You’ll get an experience like no other and will fast forward your career.

Benefits include career development, flexible working and wellbeing, staff recognition scheme. Make use of optional benefits including Cycle to Work, car lease schemes, season ticket loan or membership options for onsite leisure facilities.

We are committed to equal opportunities and improving the working lives of our staff and will consider applications to work flexibly, part time or job share. Please talk to us at interview.

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Detailed job description and main responsibilities

The full job description provides an overview of the key tasks and responsibilities of the role and the person specification outlines the qualifications, skills, experience and knowledge required.

For both overviews please view the Job Description attachment with the job advert.

Person specification

Education/ Qualifications

Essential criteria

• Educated to Level 4 standard (Level 4 Diploma/Certificate/NVQ or similar), or able to demonstrate equivalent* knowledge, skills and experience gained through work or structured learning.

Experience

Essential criteria

• Experience working confidently with people from diverse cultural, linguistic and social backgrounds.
• Experience in an administrative, reception, scheduling or customer-facing role within a busy, multi disciplinary environment including handling queries and complaints professionally.
• Experience of making process improvements.

Desirable criteria

• Experience of supervising, supporting or training staff.
• Experience of coordinating meetings and minute taking.

Skills / Abilities

Essential criteria

• Excellent interpersonal and customer service skills with the ability to manage sensitive, complex or challenging enquiries professionally
• Ability to work independently, using initiative to manage tasks, make informed decisions and resolve day to day issues
• Strong digital fluency – confident and efficient digital user, with strong keyboard skills, able to work accurately and independently across multiple systems simultaneously, knowing how to prioritise, validate and reconcile information across different systems (e.g. electronic patient record systems, booking systems, Outlook, Word, Excel, Teams); able to learn and adapt to new systems quickly.
• Able to gather information, summarise findings and assist with routine reports or service audits.

Desirable criteria

• Ability to analyse routine datasets and support demand and capacity reviews
• Supervisory and coaching skills, with the ability to allocate tasks, guide, provide feedback support and act as a role model for more junior colleagues.

Right to work

If you need sponsorship to work in the UK, please visit the Home Office website for information on sponsorship and visa status before you fill in your application form. Due to recent changes in the UK immigration rules which affect Skilled Worker Visas, Global Business Mobility, Higher Skill Level and Increased Salary Thresholds, please ensure that you are able to meet the requirements to live and work in the UK before applying. Further information about eligibility is available on

We operate a joint recruitment hub across the North West London Acute Provider Collaborative Group. As part of this, your application and personal data may be shared with partner trusts within the group for recruitment and workforce purposes, in line with general data protection regulation (GDPR).

Vacancy Closing Date

This vacancy may close before the current listed closing date. You are advised not to delay submitting your completed application.

Please ensure you check your emails regularly as this is how we will communicate with you throughout the recruitment process. If you are shortlisted you will be contacted by email and text message (if you provide a mobile contact number).

Employer certification / accreditation badges

Application numbers

This vacancy may close before the current listed closing date. You are advised not to delay submitting your completed application.