Administration Assistant

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.

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 organisations 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 Trusts 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.

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.

Qualifications and Training

Experience

Skills