Admin Assistant/Receptionist

East of England Community Health and Care NHS Trust (Cambridgeshire); England; On-site; GBP 26,000 - 27,000; Full time

Benefits offered by this job

Flexible working

Job summary

East of England Community Health and Care NHS Trust (Cambridgeshire) is seeking a Band 3 non-clinical administrator. The role is full-time, Monday to Friday, 8:30–16:30, 37.5 hours per week, with flexible working arrangements.

Main duties include reception, general admin, and support to NHS systems, with a focus on high-quality customer service. Salary £25,760–£27,476 per annum, pro-rata, with probation and sponsorship considerations.

Qualifications

• GCSE in Maths and English or equivalent
• Good all round admin and PC skills
• Knowledge of NHS systems desirable
• Excellent people skills, and ability to communicate at all levels
• Ability to work to tight deadlines

Responsibilities

• Meet and greet clients
• Franking post and reception cover
• General administrative tasks: photocopying, printing, post, scanning, creating information packs
• Manage archived records and destruction if required
• Support mandatory training and use of SystmOne for letters and records
• SMS texting to clients and booking appointments

Skills

Admin and PC skills

Excellent people skills

Communication at all levels

Ability to meet deadlines

Education

GCSE English & Maths or equivalent

Job description

Main area Non-Clinical, Administrative Grade Band 3 Contract Permanent Hours

• Full time
• Flexible working

37.5 hours per week (Monday to Friday, 8:30 - 4:30) Job ref 448-BCHS-8343566

Employer East of England Community Health and Care NHS Trust (Cambridgeshire) Employer type NHS Site Redgrave Childrens & Young Peoples Centre Town Luton Salary £25,760 - £27,476 Per annum, pro-rata Salary period Yearly Closing 10/11/2026 23:59 Interview date 20/11/2026

Band 3

East of England Community Health and Care NHS Trust delivers expert healthcare in people’s homes, community hospitals and local settings across the East of England.

Our nurses, therapists, clinicians, support teams and partners work together to provide coordinated care that supports independence, recovery and wellbeing. We believe people are best cared for close to home, in the communities where they live and belong.

By combining professional expertise with strong local relationships, we help people stay well, feel supported and access the right care at the right time. Expert healthcare, close to home, trusted by our communities.

Different ideas, experiences and backgrounds make us stronger and more creative and applications from all walks of life are welcomed. Our processes ensure that all applicants are treated fairly at every stage of the recruitment process.

East of England Community Health and Care NHS Trust is committed to creating a modern and inclusive work environment. We actively promote flexible working opportunities where possible to meet the needs and wishes of our workforce and maintain and improve their wellbeing. We also offer flexible working patterns and we would encourage you to discuss this with the recruiting manager before or during the application process if this would interest you.

We welcome applications from people who share our values and can help us deliver outstanding care in our local community.

Before applying for this vacancy, please make sure you’re familiar with ongoing GOV.uk sponsorship eligibility criteria which will impact the organisations ability to provide sponsorship, whether this is currently or in the future.

Please note, our selection processes are in place to ensure we recruit candidates with the right values and skills. Please be advised that the use of AI in applications is monitored. We remain watchful of candidates who misuse these tools to generate an application that doesn’t accurately reflect their skills.

Please note all new starters will be subject to a 6 month probationary period.

Job overview

Are you looking to pursue a career in the NHS?

Do you have good admin skills along with excellent customer service?

Then this opportunity is what you've been looking for.

Working Monday to Friday, 8:30 - 4:30

You will need:

GCSE in Maths and English or equivalent

Good all round admin and PC skills, but we are not looking for expert

Knowledge of NHS systems desirable

Excellent people skills, and ability to communicate at all levels

Ability to work to tight deadlines

We offer:

• Further training and development
• Flexible working, with emphasis on health and wellbeing

Should we receive a high volume of applications we reserve the right to close this vacancy at any point after 4th November 2026.

Main duties of the job

Meet and greet clients.

Franking post and reception cover.

General administrative tasks including photocopying, printing, managing post, scanning documents to records, preparation of information packs and paperwork, restocking equipment, merging and printing letters, maintaining service contact lists, etc.

Support with management of archived records including organisation of records archived and identifying records for destruction.

Ensuring own compliance on the mandatory training. Supporting the teams with sending required letters via SystmOne.

Supporting the teams with SMS texting to clients.

Assisting with booking appointments and maintaining records, electronic and paper which may be required by the operational teams, this information may be confidential and of a sensitive nature.

Assisting with answering phone calls and responding to emails to deal with general enquires from patients, GPs and other services, in a courteous and proficient manner.

Working for our organisation

Rated ‘Outstanding’ by the Care Quality Commission, we are proud to provide high quality innovative services across most of the east of England that enable people to receive care closer to home and live healthier lives.

There’s one reason why our services are outstanding – and that’s our amazing staff who, for the seventh year running, rated us incredibly highly in the national staff survey.

If you share our passion for innovative and high-quality care delivery, then please submit your application and join us on our exciting journey as a leading-edge specialist community provider. All are welcome to apply and our promise to you is a culture which prioritises staff engagement and development.

Detailed job description and main responsibilities

Main Duties and Responsibilities

• First point of contact on site for patients and visitors, checking in and signposting.
• Receiving and dealing with calls, emails, correspondence and other contacts from service users and professionals and handling these as required, to coordinate care according to agreed protocols and pathways.
• Recognising the extent of their competency and identifying when referral to a clinician is required in accordance with agreed processes.
• Ensuring that follow up actions from calls, emails, correspondence, and other contacts are progressed efficiently and effectively.
• Completing administration tasks on SystmOne. including scanning onto patient records, referral management, checking tasks, updating service user information, running routine reports, registering service users who have transferred in, booking and amending clinics.
• Booking interpreters as requested by clinicians and following up bookings as required.
• Co-ordinating rotas, room booking and sending SMS.
• Recording all contact, received into the service, using SystmOne following agreed protocols and pathways.
• Advise Lead of any problems and take appropriate action as required.
• Plan and organise straightforward activities relating to role and taking responsibility for daily allocated workload.
• Completing other routine administration tasks as requested such as scanning, photocopying, sending out letters/reports, ordering, etc.
• To demonstrate the ability to remain focussed on service delivery whilst dealing with an unpredictable, diverse and challenging workload.
• Providing a gold standard of communication and customer service to all service users.
• Assisting with the following Health and Safety tasks:
  a. Supporting fire drills
  b. Reporting any issues with premises to the Lead.
  c. You may be asked to attend training to support the health and safety agenda within your building which may include Fire Cascade / Fire Warden Training and First Aid Training.

Communication

• Acting as the first point of contact for service users and professionals and providing and receiving all communications efficiently and effectively, demonstrating a customer service attitude, especially where there may be barriers to understanding or contentious discussions.
• Using tact and diplomacy to deescalate emotive situations.
• Acting in accordance with the Trust’s complaints procedure where required.
• Maintaining positive relationships and communicating with colleagues across the service.
• The post holder will be required to handle sensitive information provided by service users in a confidential manner.
• Be able and confident to identify the need and take action to modify and adapt methods of communication to account for differing needs of callers especially in stressful or difficult situations.
• To control and take charge of calls by acting in a calm, professional manner and treating callers with respect and dignity at all times.
• Providing and receiving routine information from the following:
  a. Managers at all levels throughout East of England Community Health and Care NHS Trust (EEC)
  b. EEC employees
  c. Service users
  d. Contribute to EEC’ internal communication strategies ensuring effective two-way communication and engagement within the organisation.

Clinical and Practice Governance

• Observe and maintain strict confidentiality with regards to any patient/family/staff/records and information in line with the requirements of the Data Protection Act.
• Any data that is taken/shared as part of a phone call or transported, faxed, or transferred electronically must be undertaken with regard to the Trust Information Governance and Information Security policies.
• The post holder must adhere to the Trust risk assessment and risk management processes.
• The post holder must adhere to infection control policies and procedures.
• Undertake mandatory training and any other training relevant to the role as required by East of England Community Health and Care NHS Trust.
• The post holder must participate in clinical and safeguarding audits as required.
• Participate in supervision on a regular basis.
• The post holder is required to participate in relevant emergency preparedness process for their team.

General

Safeguarding people responsibility

Safeguarding children and adults at risk of abuse or neglect is a collective responsibility

There is an expectation that all staff develop and maintain their role relevant safeguarding people competencies and comply with local safeguarding partnerships practice. Alongside this employee who are registrants are reminded of their professional duty of care.

Safeguarding means protecting a citizen’s health, wellbeing and human rights; enabling them to live free from harm, abuse and neglect. It is an integral part of providing high-quality health care.

Those most in need of protection include:

• Children and young people
• Adults at risk, such as those receiving care in their own home, people with physical, sensory and mental impairments, and those with learning disabilities.

The post holder must at all times carry out his/her duties with regard to East of England Community Health and Care NHS Trust Equal Opportunities Policy.

To be aware of the responsibilities of all employees to maintain a safe and healthy environment for patients, visitors, and staff.

All post holders must adhere to the code of conduct on confidentiality and be aware of and adhere to all Trust policies and procedures.

This job description is intended only as a guide to the range of duties involved. The post holder will need to be flexible and adaptable in order to respond to other duties that may be required from time to time and the changes and developments within the Trust.

The post holder must at all times carry out their duties with regard to East of England Community Health and Care NHS Trust Workforce Diversity and Inclusion Policy.

To be aware of the responsibilities of all employees to maintain a safe and healthy environment for patients, visitors, and staff.

All post holders must adhere to the code of conduct on confidentiality and be aware of and adhere to all Trust policies and procedures.

This job description is intended only as a guide to the range of duties involved. The post holder will need to be flexible and adaptable in order to respond to other duties that may be required from time to time and the changes and developments within the Trust.

Person specification

Qualifications and Training

• 4 GSCE’s grade D or above or equivalent including English and Maths.

Experience

• Communicating with a range of people by phone and in person.
• Customer Service
• NHS administration

Skills & Knowledge

• Basic computer skills – ability to use email and internet to send and retrieve information.
• Well organised.
• Ability to take direction.
• Ability to prioritise own workload and manage competing demands.
• Evidence of effectively working to deadlines

Equal Opportunities - We are an equal opportunities employer and welcome all applications irrespective of age, disability, gender, sexual orientation, race or religion.

Additionally, people with disabilities that fall under the Disability Confident Scheme will be offered an interview providing they meet the minimum criteria for the post (outlined in the Person Specification).

All sites are Smoke Free.

If you need this application in an offline format, please let us know.

Immigration Status – East of England Community Health and Care NHS Trust is a diverse employer and welcomes all job applications. However, potential applicants should note that although the Trust is registered with the Home Office as a sponsor organisation for migrant workers, sponsorship can only be offered against eligible roles. If you are an applicant from outside the UK and do not already hold a self-gained right to work, we recommend you check the Home Office eligibility requirements before making an application.

Please note: Although we are a registered sponsor organisation, we are unable to offer sponsorship for some job roles, and this will be identified through filtering questions at the start of any job application on the Trac recruitment system.

Our safe recruitment pre-employment checks are undertaken before an appointment is confirmed and may include a DBS check. Where the role requires you to drive, we'll ask you to validate your driving licence online via the DVLA.

Redeployment - Please note that in the first instance priority for this vacancy will be given to staff who are on the Trusts Redeployment Register.
Closing and Interview Dates -This vacancy may close early if sufficient applicants are received.

Data Protection - A privacy notice detailing how we will handle your data is attached to this advert as a document. Your application will be transferred to our recruitment management system (Trac) once the advert has closed and you will receive notification then detailing how Trac will handle your data.

ALL CORRESPONDENCE will be via the e-mail address on your application form. If you have not been invited to interview within 2 weeks of the closing date, you unfortunately haven’t been successful on this occasion, but keep an eye on our vacancies as a job that’s just right for you may appear!