Administration Assistant

East of England Community Health and Care NHS Trust (Cambridgeshire); Norwich; On-site; GBP 23,000 - 28,000; Full time

Benefits offered by this job

Flexible working

Job summary

East of England Community Health and Care NHS Trust, Norwich Clinic, is seeking an Administration Assistant (Band 2) for full-time hours (37.5 per week) on a rota including Saturdays. The role involves reception, call taking, appointment management and wide-ranging administrative support for iCaSH services.

Flexible working options are mentioned where possible within NHS practices. The ideal candidate will have good all-round PC skills, be able to train on various systems and maintain excellent

Qualifications

• Competent operator of computers and software.
• GCSE English and Maths or equivalent.
• Knowledge of administrative procedures, software programs and medical terminology.

Responsibilities

• To provide reception, front of house, call taker, appointment manager and additional clinical support duties and a wide range of administrative support functions to the iCaSH service clinical and non-clinical teams.
• Act as the first point of contact to patients predominantly via the telephones, ensuring enquiries are dealt with promptly and in a professional manner.
• Maintain accurate patient records both manual and electronic in line with the organisation’s policies.
• Provide administration support to the iCaSH Service secretaries if required.
• This post may close early if sufficient applicants are received.

Skills

Competent operator of computers and/or

Knowledge of administrative procedures

Excellent organisational skills

Education

GCSE English and Maths or equivalent

Tools

Microsoft Office

Job description

Main area Administration Assistant Grade Band 2 Contract Permanent Hours

• Full time
• Flexible working

37.5 hours per week (Monday - Saturday on a rota basis) Job ref 448-AMB-8219627

Employer East of England Community Health and Care NHS Trust (Cambridgeshire) Employer type NHS Site iCaSH Norfolk Town Norwich Salary £25,272 per annum, pro-rata Salary period Yearly Closing 01/09/2026 23:59 Interview date 23/09/2026

Administration Assistant

Band 2

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

Full Time position, for 37.5 hours per week at our Norwich Clinic.

Looking for an admin role within the NHS?

We are looking for an individual to join our busy clinic, do you enjoy a challenge and do you have:

Good all round PC skills
Willingness to train on various systems
The ability to cope under pressure
Excellent organisational skills
Excellent telephone and communication skills.

Monday - Saturday on a rota basis

You will provide reception, front of house, call taker, appointments and additional clinical support duties and a wide range of administrative support functions to the iCaSH service clinical and non-clinical teams.

The service delivers care specifically to meet the needs of its diverse population across Norfolk. The service is community based with clinics in Norwich, Great Yarmouth & King’s Lynn providing contraception, sexual health & HIV care & treatment.

The post available is based at our Norwich clinic with call handling being the principal aspect of this role. The service operates Monday – Friday including 2 longer days till 7.30pm and Saturday mornings which staff cover on a rota basis.

We are looking for motivated & enthusiastic Administrator Assistant with a strong work ethic to join us. Applicants will preferably demonstrate previous call taking experience & have the ability to work within a busy team with a high call activity into the service.

Main duties of the job

The main aspect of this role will be answering calls into the service, along with booking and re arranging appointments, reception cover, front of house cover and additional administration duties and to support both clinical and non-clinical teams in service delivery.

Act as the first point of contact to patients predominantly via the telephones. 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.

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

Provide administration support to the iCaSH Service secretaries if required.

Should we receive a high number of applications we reserve the right to close this vacancy at any point after 25/08/2026.

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.

Please be aware that East of England Community Health and Care NHS Trust will never ask applicants to pay fees at any stage of the recruitment process, including job applications, sponsorship arrangements, or employment offers. All recruitment communications and job applications should only be made through our official careers website and published contact details.

If you receive a suspicious job offer or recruitment-related communication, do not make any payments, share personal information, or provide identity documents. We encourage you to report the matter to your local police or relevant law enforcement agency. Any concerns relating to potential recruitment fraud should also be reported to our Local Counter Fraud Specialist (LCFS) as soon as possible.

Detailed job description and main responsibilities

Job Purpose:

To provide reception, front of house, call taker, appointment manager and additional clinical support duties and a wide range of administrative support functions to the iCaSH service clinical and non-clinical teams.

Main Duties and Responsibilities

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.

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

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

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.

Communication

Facilitate communication with patients and 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.

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

Key working relationships

• The general public including patients and their families if appropriate
• Head of iCaSH Services
• iCaSH Service Manager
• Clinical Nurse Manager
• Deputy Operational Site Lead
• Service Support Lead
• Administration Team
• iCaSH Locality Team
• iCaSH Clinical Team
• iCaSH Medical Team
• Other East of England Community Health and Care 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.

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.

This post is subject to the Rehabilitation of Offenders Act 1974 (Exemptions) Order 1975 and as such it will be necessary for a submission for Disclosure and Barring Service to be made to check for any previous criminal convictions. East of England Community Health and Care NHS Trust is committed to the fair treatment of its staff, potential staff or users in line with its equal opportunities policy and policy statement on the recruitment of ex-offenders.

Person specification

Qualifications and Training

• Competent operator of computers and software
• Educated to GCSE level English and Maths or equivalent
• Knowledge of administrative procedures, software programs and medical terminology

Experience

• Experience of working in a constantly changing environment
• Proven experience of using Microsoft Office
• Ability to use own initiative/ work to deadlines
• Experience in NHS or Healthcare clinic

Skills

• Excellent organisational skills/telephone and communication skills and ability to prioritise and plan ahead.
• Working with sensitive information and protecting confidentiality
• Proven skills in being flexible and adaptable
• Willingness to adapt to change as the organisation develops

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!

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.