Administration Assistant

East of England Community Health and Care NHS Trust; Cambridgeshire and Peterborough; On-site; GBP 21,000 - 23,000; Full time

Job summary

East of England Community Health and Care NHS Trust is seeking an Administration Assistant to support the iCaSH service across Bedfordshire. The main base is Kings Brook, Bedford, with possible coverage at Grove View, Dunstable.

You will provide call taking, reception, front-of-house, and appointment booking for patients and assist with additional administration tasks for clinical and non-clinical teams.

Qualifications

• Experience in reception and front-of-house duties.
• Experience handling patient bookings and enquiries.
• Ability to maintain accurate manual and electronic records.

Responsibilities

• Provide call taking, reception and front-of-house support for iCaSH.
• Process appointment bookings for clinics and liaise with clinical/non-clinical teams.
• Update patient demographics and maintain records per policy.
• Sort, distribute and dispatch mail; support clerical tasks as required.
• Handle routine enquiries and respond promptly and professionally.

Skills

Call taking

Reception

Appointment booking

Front of house

Administrative support

Job description

An exciting opportunity has arisen for an enthusiastic and committed Administration Assistant to provide high quality services to the community who use the Integrated Contraception and Sexual Health (iCaSH) services across Bedfordshire. Your main base will be Kings Brook, Bedford but with the expectation to provide cover at Grove View, Dunstable if required.

To provide call taker, reception, front of house, appointment booking for patients and additional administration support function to the iCaSH service clinical and non-clinical teams.

Act as the first point of contact to patients and visitors, ensuring all enquires and contact with iCaSH are dealt with in a welcoming, friendly, efficient, courteous and professional manner, promptly and prioritising as required dependant on urgency of enquiry.

We have 1 position available: 30 hours per week., Monday to Friday (working 4 days with 1 NWD per week) with shifts of 8:45 - 16:45 / 9:00 - 17:00 or 12.00-20.00. Saturday on rotation 09:00-13:00 with half day off in that week. Half day off per week which may vary due to staffing and clinic needs.

"Should we receive a high number of applications we reserve the right to close this vacancy at any point after 1st October, 2026".

Act as the first point of contact to patients and visitors, ensuring all enquires and contact with iCaSH are dealt with in a welcoming, friendly, efficient, courteous and professional manner, promptly prioritising as required dependant on urgency of enquiry.

Facilitate communication with patients booking of appointments for clinics via relevant contact methods for example, telephone, online booking, direct messaging and chat functions, using the clinical system and other local booking/waiting list processes.

Update and process patient demographics on the clinical system and associated booking/check in/waiting list processes.

Maintain accurate patient records both manual and electronic in accordance with the organisation's Record Keeping Policy.

Respond to routine enquiries and requests for information, passing information onto relevant colleagues as appropriate and in a timely manner.

When required; receive, sort, distribute and dispatch all mail, ensuring all outgoing mail is appropriately processed and ready for collection at the appropriate time.

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.

When required, take bookings for meeting rooms.

Assist with archiving of clinical notes in line with NHS Trust Retention and Disposal Policy.

Provide administration support to the iCaSH Service secretaries if required.

Update and process patient demographics on the clinical system and associated booking/check in/waiting list processes.

Open, sort and prioritise clinic mail. Scanning of relevant client medical records, laboratory reports and other clinic correspondence onto the electronic patient record.

All are welcome to apply and our promise to you is a culture which prioritises staff engagement and development.

Communication

Facilitate communication with patients booking of appointments for clinics via relevant contact methods for example, telephone, online booking, direct messaging and chat functions, using the clinical system and other local booking/waiting list processes.

Key working relationships

• The general public including patients and their families if appropriate
• Head of iCaSH Services
• iCaSH Service Manager
• Service Support Lead
• Clinical Nurse Manager
• Administration Team
• iCaSH Locality Team
• iCaSH Clinical Team
• iCaSH Medical Team
• Other East of England Community Health and Care NHS Trust employees
• iCaSH/EEC Subcontracted Services
• External/Third party organisations

Budgetary Responsibility

• Contribute to the financial delivery and sustainability of the department objectives.
• Support with stock control and ordering as required.

People Management

• Maintain own professional development and participate in The Trust's appraisal and KSF process.
• Participate/support in clinical audit, service development and research projects if required.

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 prevention and 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 should participate in Clinical & Safeguarding audits, research and service redesign and development projects as required.
• The post holder is required to participate in relevant emergency preparedness process for their team.