About Us

Admin Officer 

£30,510 to £36,969

Permanent 

36 hours 

Richmond Response and Rehabilitation Team (RRRT)

Kingston and Richmond NHS Foundation Trust provide a wide range of healthcare services for the population of London Borough of Richmond upon Thames. 

This post will be based with the Richmond Response and Rehabilitation Team (RRRT) which operates Monday to Sunday from 8.00 AM until 8.00 PM.  The team consists of Registered Nurses, Occupational Therapists, Physiotherapists, Therapy Assistants, Social Workers, Social Care Assistants and Business Support staff.  

RRRT provide hospital discharge, urgent care response and community rehabilitation service for people who need short-term, intensive support following a period of illness or disability or following discharge from hospital.  The service is provided from a few days to a few weeks depending on individual goals.

The successful candidate would be expected to cover the service during these hours on a rotational basis with our team of administrators.

This is a very busy department and you will be the first point of contact for patient and staff alike. The role will involve handling high call volumes, processing referrals, booking appointments, conducting patient surveys and meeting the demands of the service.

You will need to be organised, able to multi-task, a logical thinker, enthusiastic and highly motivated. You will need to possess keen attention to detail and excellent communication skills as you will be expected to communicate effectively with a variety of different stakeholders. 

The service opening hours are 8.00 AM – 8.00 PM from Monday – Sunday.

Your duties will include:

 Patient Administration:

1. Ensure that patient demographic details are up to date and accurate on both electronic patient management systems (i.e. SystemOne and Mosiac).
2. To accurately input referrals onto both electronic patient management systems (i.e. SystemOne and Mosiac) via Assessment and Discharge Notices and progress these to the appropriate waiting list(s) for triage.
3. To complete discharge follow up’s identified by triage i.e. telephone hospitals to confirm patients are to be discharged and, where so, ensure package of care has been put in place to support them on discharge.
4. Ensure patient allocations / appointments are arranged and booked accurately and in a timely manner.
5. To maintain SystemOne in terms of waiting lists and discharges i.e. ensure that all patients are discharged in a timely manner once the care package has been completed.
6. To complete patient telephone surveys each month.
7. To answer telephones in line with departmental policies and procedures, dealing with the query, passing the call on as necessary to the relevant staff member or taking messages as appropriate.

Operational:

1. Management of electronic mail boxes, Outlook emails and diaries.
2. Provide a comprehensive clerical support to all professionals based in the department in line with administrative procedures.
3. Sort and re-direct incoming post and sort outgoing post as required.
4. Monitor the replenishment of stock levels.
5. To act as a liaison point for maintenance requests to the Estates Department and outside contract services.
6. To communicate with other professionals to ensure all contact information is kept up to date.
7. Carry out photocopying, scanning and faxing duties for therapists as required.

For further details / informal visits contact:

Margot Perry, Business Manager, on 07917 723 007

Essential Qualifications Skills and Experience

Good experience of managing own workload, under pressure, to meet deadlines. 

Good experience of developing and maintaining record keeping processes and systems. 

Good experience of handling confidential and sensitive information appropriately. 

Proven experience of working successfully in a team and forming relationships with customers and colleagues. 

Strong knowledge of standard IT packages to an advanced level (MS Office – Outlook, Excel and Word) and ability to learn new ones. Good knowledge of Excel to a high-intermediate level. 

Highly organised and able to prioritise work and meet deadlines.

Closing Date:  Sunday 4 Jan 2026

Shortlisting Date: Mon 5 Jan 2026

Interview Date: w/c Mon 12 Jan 2026

We may close this vacancy early once a sufficient number of applications has been received. Please submit your application as soon as possible to avoid disappointment.

Richmond & Wandsworth Better Service Partnership are committed to making our recruitment practices as inclusive as possible for everyone. We are committed to promoting equality and diversity and developing a culture that values differences, recognising that employees from a variety of backgrounds bring important and positive contributions to the Councils and can improve the way we deliver services. 

We are proud to be a Disability Confident employer. If you require any reasonable adjustments throughout the recruitment and selection process, please let us know.

We are also committed to safeguarding and promoting the welfare of children and young people/vulnerable adults and expects all staff and volunteers to share this commitment. Some posts may be exempted under the Rehabilitation of Offenders Act 1974 and as such appointment to these posts will be conditional upon the receipt of a satisfactory response to a check of police records via Disclosure and Barring Service (DBS).

We offer a wide range of benefits designed to attract, develop, and reward our employees such as 40 days annual leave (including Bank Holidays), flexible working and a generous pension plan.

Richmond and Wandsworth Councils