Administration Assistant

Cambridgeshire Community Services NHS Tr; Bedford; On-site; GBP 20,000 - 25,000; Full time

Job summary

A regional health services provider is seeking two Administration Assistants to offer exceptional support for the Integrated Contraception and Sexual Health services in Bedfordshire. You will act as the primary contact for patients and assist with appointment bookings, maintaining patient records, and supporting clinical administration. Successful candidates should demonstrate strong communication and organizational abilities. This role offers excellent training and development opportunities in a supportive environment.

Benefits

Outstanding culture and employee engagement

Professional development opportunities

Qualifications

• Experience providing front-of-house duties and patient booking.
• Ability to maintain accurate records both manual and electronic.
• Excellent communication and organizational skills.

Responsibilities

• Act as the first point of contact for patients and visitors.
• Provide call taking, reception and appointment booking.
• Facilitate communication with patients for booking clinics.

Skills

Communication skills

Customer service

Organizational skills

Attention to detail

Job description

Job Overview

An exciting opportunity has arisen for Administration Assistants 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, with the expectation to provide cover at Grove View, Dunstable if required.

We have two positions available: 37.5 hours per week and 35 hours per week. Both positions will work Monday to Friday 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 may vary due to staffing and clinic needs.

Key Responsibilities

• Act as the first point of contact to patients and visitors, ensuring enquiries and contact with iCaSH are dealt with in a welcoming, friendly, efficient, courteous and professional manner, prioritising as required based on urgency.
• Provide call taker, reception, front‑of‑house duties and appointment booking for patients.
• Facilitate communication with patients booking appointments for clinics via 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.
• Receive, sort, distribute and dispatch all mail, ensuring all outgoing mail is appropriately processed and ready for collection at the appropriate time.
• 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.
• Open, sort and prioritise clinic mail; scan relevant client medical records, laboratory reports and other clinic correspondence onto the electronic patient record.
• Support with stock control and ordering as required.
• Participate in the Trust’s appraisal and KSF process; maintain own professional development.
• Participate/support in clinical audit, service development and research projects if required.
• Observe and maintain strict confidentiality with regards to any patient/family/staff/records and information in line with the Data Protection Act.
• Adhere to the Trust risk assessment and risk management processes; infection prevention and control policies and procedures.
• Undertake mandatory training and any other training relevant to the role as required by Cambridgeshire Community Services NHS Trust.
• Participate in relevant emergency preparedness process for the team.

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 Cambridgeshire Community Services employees
• iCaSH/CCS Subcontracted Services
• External/Third party organisations

Benefits and Culture

Rated ‘Outstanding’ by the Care Quality Commission, we provide high quality innovative services across most of the East of England. Our staff are highly rated in the national staff survey. We offer a culture that prioritises staff engagement and development.

Application Information

Should we receive a high number of applications we reserve the right to close this vacancy at any point after 19th January 2026.

This advert closes on Sunday 25 Jan 2026.