Administration Assistant

NHS; England; On-site; GBP 20,000 - 25,000; Part time

Job summary

A leading health service provider seeks an Administration Assistant to provide quality services in Dunstable. You will manage appointments, maintain patient records, and act as a first point of contact for patients. The ideal candidate will have strong organizational and communication skills, and be educated to GCSE level in English and Maths. This role requires 22.5 hours per week with a focus on supporting Integrated Contraception and Sexual Health services.

Qualifications

• Understanding working with vulnerable people.
• Maintain good relationships with colleagues and professional staff.
• Excellent organisational, telephone and communication skills.
• Knowledge of the application of administrative systems in healthcare.

Responsibilities

• Act as the first point of contact to patients and visitors.
• Manage appointment booking for clinics.
• Maintain accurate patient records.
• Process patient demographics and manage waiting lists.

Skills

Excellent organisational skills

Communication skills

Ability to prioritise

Understanding working with vulnerable people

Knowledge of administrative systems

Education

GCSE level English and Maths or equivalent

Tools

Microsoft Office

Job description

Administration Assistant

Closing date: 26 November 2025. The post may close earlier after 18 November 2025 if a high number of applications is received.

An exciting opportunity 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 Grove View Dunstable, with expectations to cover Kings Brook on Saturdays as per rota.

Main duties of the job

• Act as the first point of contact to patients and visitors, ensuring all enquiries and contact with iCaSH are dealt with in a welcoming, friendly, efficient, courteous and professional manner, promptly prioritising as required depending on the urgency of enquiry.
• Facilitate and manage appointment booking for clinics via telephone, online booking, direct messaging, chat functions and the clinical system; process patient demographics, update records, and manage waiting lists.
• 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 to relevant colleagues promptly.
• Receive, sort, distribute and dispatch all mail, ensuring outgoing mail processed and ready for collection.
• Open, sort and prioritise clinic mail; scan relevant client medical records, laboratory reports, and other correspondence onto the electronic patient record.
• Take bookings for meeting rooms when required.
• Assist with archiving of clinical notes in line with NHS Trust Retention and Disposal Policy.
• Provide administrative support to iCaSH Service secretaries as needed.
• Facilitate communication with patients; manage booking of appointments and email correspondence using clinic systems.

Work schedule

22.5 hours per week: Monday 12.00‑20.00, Wednesday 09.00‑18.00, Thursday 09.00‑16.00, plus Saturday on rotation 09.00‑13.00 with a half day off that week.

About us

Rated “Outstanding” by the Care Quality Commission, we proudly provide high‑quality innovative services across most of the east of England, enabling people to receive care closer to home and live healthier lives. Our staff, rated highly in the national staff survey for the seventh year running, are the reason for our outstanding service.

Join us on our exciting journey as a leading‑edge specialist community provider. All are welcome to apply and we promise a culture that prioritises staff engagement and development.

Key working relationships

• The general public including patients and their families if appropriate
• Head of iCaSH Services
• iCaSH Service Manager
• Clinical Nurse Manager
• Administration Team
• iCaSH Locality Team
• iCaSH Clinical Team
• iCaSH Medical Team
• Other Cambridgeshire Community Services employees
• iCaSH/CCS Subcontracted Services
• External/Third party organisations

Budgetary responsibility

Contribute to the financial delivery and sustainability of the department objectives and 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 or support in clinical audit, service development and research projects if required.

Clinical and practice governance

Observe and maintain strict confidentiality in line with the Data Protection Act, Trust Information Governance, Information Security, and infection prevention and control policies. Adhere to the Trust risk assessment, risk management, emergency preparedness processes, and mandatory training requirements.

Person specification

Knowledge and skills

• Understanding working with vulnerable people
• Maintain good relationships with colleagues and professional staff
• Excellent organisational, telephone and communication skills and ability to prioritise and plan ahead
• Working with sensitive information and protecting confidentiality
• Knowledge of the application of administrative systems and programmes in healthcare

Qualifications and training

• Educated to GCSE level English and Maths or equivalent
• Competent operator of computers and software

Experience

• Proven experience using Microsoft Office
• Ability to use own initiative and work to deadlines
• Experience working in a constantly changing environment
• Experience in NHS or clinical setting

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and requires a Disclosure and Barring Service check for any previous criminal convictions.

Employer name

Cambridgeshire Community Services NHS Trust

Address

Grove View Dunstable, Kings Brook Bedford – Saturday shifts as per rota.
iCaSH Grove View Integrated Health Hub, Court Drive, Dunstable