Children's Single Point of Access Administration Assistant

Essex Partnership NHS Foundation Trust; Rayleigh; On-site; GBP 40,000 - 48,000; Full time

Benefits offered by this job

27 days holiday plus bank holidays (r,

Pension up to 14.5%

Staff discounts: Blue Light Card, NHS

Relocation package £8K

Season ticket loans

Job summary

Essex Partnership University NHS Foundation Trust is seeking an Administration Assistant for the Children’s Single Point of Access team. The role provides comprehensive admin support to clinical teams across services, ensuring timely recording of activity and confidential handling of enquiries.

You will also manage communications, appointments and diary schedules, coordinate clinics, and contribute to data quality and training where required.

Qualifications

• Administrative experience in a busy healthcare or public sector environment.

Responsibilities

• Provide comprehensive administrative support to clinical teams, ensuring accurate and timely recording of activity.
• Act as a first point of contact for service users, carers and professionals, handling calls and enquiries sensitively and confidentially.
• Manage and prioritise incoming communications (phone, email and post), responding appropriately and escalating where required.
• Organise and maintain appointments, diaries, meetings and clinic schedules, including managing short-notice changes.
• Support the smooth running of clinics, often working independently to coordinate administrative processes.
• Maintain accurate patient records using Trust systems, ensuring high standards of data quality and confidentiality.
• Communicate appointment details, changes and cancellations clearly to service users and stakeholders.
• Use initiative to prioritise workload, meet deadlines and manage competing demands.
• Undertake general administrative tasks including data entry, minute taking and audit support.
• Supervise and support junior or temporary staff and assist with training as required.

Job description

Children's Single Point of Access Administration Assistant

A Vacancy at Essex Partnership University NHS Foundation Trust.

The post holder will work within the centrally managed Children’s Single Point of Access Administration (C-SPA) team, providing a comprehensive administrative service to support clinical staff across Children’s Community Nursing, Children’s Community Asthma, and the Children and Young People’s Bladder and Bowel Services (‘the Services’), ensuring effective coordination and delivery of administrative and clerical functions as directed by the Administration Manager.

The post holder will ensure the timely and accurate recording of all activity across the Services using Trust and partnership information systems.

The centrallyised service requires a team-based approach to ensure cover during periods of absence across all the Services and locations; the post holder will therefore be expected, on occasion, to provide flexible cover as needed.

Post holders, as appropriate, will be required to provide secretarial duties on behalf of the Services. Post holders will also act as telephone agents and will ensure that the Trust’s commitments to customer service and immediate access is a priority.

*Please note sponsorship cannot be offer for this role*

Provide comprehensive administrative support to clinical teams, ensuring accurate and timely recording of activity

Act as a first point of contact for service users, carers and professionals, handling calls and enquiries sensitively and confidentially

Manage and prioritise incoming communications (phone, email and post), responding appropriately and escalating where required

Organise and maintain appointments, diaries, meetings and clinic schedules, including managing short-notice changes

Support the smooth running of clinics, often working independently to coordinate administrative processes

Maintain accurate patient records using Trust systems, ensuring high standards of data quality and confidentiality

Communicate appointment details, changes and cancellations clearly to service users and stakeholders

Use initiative to prioritise workload, meet deadlines and manage competing demands

Undertake general administrative tasks including data entry, minute taking and audit support

Supervise and support junior or temporary staff and assist with training as required

Monitor stock levels, report equipment issues and follow Trust procedures and policies

Work independently with minimal supervision, managing interruptions, emotional demands and sensitive situations professionally

Valuing you. Recognising your dedication. At EPUT, we look after you.

Receive supervision and support to help you fulfil your potential.

Join an inclusive EPUT community and connect with others through engagement events and equality or champion networks.

If you need help, we provide mental health and wellbeing services, occupational health advice and counselling.

27 days holiday, plus bank holidays, rising to 33 days after 10 years’ service.

Excellent pension of up to 14.5% of your pensionable pay.

Staff discounts include Blue Light Card, NHS discount offers, and staff benefits.

£8K relocation package if you move to Essex to join us

Season ticket loans are interest-free to cover the cost of travelling to and from work via tram, rail, or bus.

Work that wraps around your needs

Job share: Applications for job shares are welcomed.

KEY RESPONSIBILITIES

Communication

You will be required to handle incoming and outgoing telephone calls to service users, consultants, doctors, and clinical staff in a polite and efficient manner. Receive and deal with telephone enquiries, responding appropriately to callers including high risk, abusive, threatening, depressed, suicidal and vulnerable clients and carers. Maintain strict confidentiality at all times.

Record accurate messages and follow them up appropriately in accordance with the Services guidelines.

To deal face-to-face with clients seeking further help/information and to be aware of the needs of the service users and to deal in an appropriate manner with people who can be hostile, abusive or aggressive.

To exchange confidential, sensitive information with staff, service users, and carers in person or on the telephone. The unpredictability of clients means that persuasive, reassuring, empathic, skills are required at all times.

Deal with queries raised by service users, families/carers, GP’s or other healthcare professionals both internally and externally to the Trust. These are often of a non-routine nature and involving complex issues such as medication and other clinical treatments where there are barriers to understanding due to the nature of the client group.

This advert closes on Tuesday 3 Nov 2026

£39,959 - £48,117 per annum + 5% High Cost Allowance