CYP Peripatetic Administration Assistant

CYP Peripatetic Administration Assistant

The closing date is 29 June 2026

Two full‑time, substantive positions are available to support Specialist Children’s Services. The role involves reception, business support, and general and specialist administration across multiple sites.

Main duties of the job

1. Independently manage, prioritise and undertake a variety of administrative and clerical duties, including shift coverage 08:00‑17:00 (excl. weekends and public holidays), telephone enquiries, face‑to‑face patient contact, and use of software to produce reports, spreadsheets, databases and presentations.
   • Photocopying, scanning, emailing, filing, and organising letters, reports and other documents.
   • Setting up and maintaining confidential records and filing systems.
   • Receiving, sorting and distributing incoming mail and ensuring timely outgoing post.
   • Researching appropriate websites and circulating documents as requested.
2. Organise and provide cover for a range of administrative roles, working flexibly with the Administration Service Manager and Business Support Manager, liaising with teams, and updating rotas; travel to other sites may be required.
3. Allocate work as part of the monthly staff rota, adjusting daily or weekly to accommodate staff availability and service demands.
4. Maintain schedules and diaries, organise and service meetings and clinics, resolve appointment conflicts, issue meeting invitations, formulate agendas, distribute papers, book rooms, arrange equipment and hospitality, greet visitors and take notes or minutes.
5. Input onto various databases and systems (SystmOne, Storm, PAS, Oracle, spreadsheets) within required timescales; scan referrals and patient documents that may be urgent.
6. Perform receptionist/telephonist duties: check‑in patients, act as a point of contact for internal and external callers and visitors, redirect callers and provide information or answers to routine matters.
7. Receive and process telephone calls, including referrals that may be urgent and/or challenging, liaise with health professionals to correctly process the referral, monitor caseload, process cancellations, rebooking and/or end referrals/patient care as requested.
8. Undertake audits as requested by the Administration Service Manager and Business Support Manager.
9. Communicate with patients and clients at an appropriate level, providing clear information and guidance, dealing with fears and lack of understanding, exercising tact and judgement, taking accurate messages and ensuring they are passed on timely.
10. Provide accurate, appropriate, and timely information about Trust services and non‑clinical advice to patients, relatives and carers when necessary.
11. Communicate professionally and effectively with colleagues, stakeholders and service users at all levels, ensuring messages are actioned or passed on in a timely manner.
12. Handle contentious or sensitive information, respect confidentiality, and exercise tact and diplomacy when communicating potentially distressing information.
13. Maintain robust and effective communication systems within the team and regularly update staff of any changes to the service.
14. Build effective working relationships with the Clinical Leads of the services supported by the administration and business support teams.
15. Support the Administration Service Manager and Business Support Manager in undertaking service improvement and development activities.
16. Assist in creating personalised training plans for new starters, support with local induction and training of new colleagues.
17. Be responsible for the efficient use of office equipment and supplies, monitor and maintain stock levels, requisition and receipting goods and services via the NHS procurement system, Oracle; conduct research into goods and services as required.
18. Report maintenance, cleaning, health and safety and other site issues in line with current procedures; keep the line manager/site manager informed; undertake any other site and facilities duties as requested.
19. Attend relevant meetings, including service meetings for supported services; meetings may be virtual or in person and may involve travel to other sites.
20. Implement policies for own work area, propose changes, and assist with the development of policies and documents for the work area.
21. Ensure all mandatory training is undertaken in line with Trust policies and procedures.

Person Specification

Qualifications

• GCSE or equivalent English and Maths (at Level 2 or above or equivalent)
• NVQ Level 3 Business Administration or equivalent experience
• ECDL, or equivalent IT qualification or equivalent experience

Experience

• Proven administration and reception experience in a busy office environment
• Proven experience of working as part of a team
• Proven ability to organise and service meetings
• Knowledge of NHS ordering systems
• Knowledge of computerised patient administration systems (e.g. SystmOne and PAS)
• NHS medical terminology

Skills, Abilities and Knowledge

• Comprehensive working knowledge of Microsoft Office
• Excellent organisational and communication skills
• Ability to work on own initiative and manage own workload
• Ability to work without direct supervision
• Proven ability to demonstrate a systematic approach to prioritisation of work and cope under pressure to meet deadlines

Personal Attributes / Behaviours

• Enthusiastic and motivated
• Committed to providing the best possible service to patients
• Team player
• Articulate, calm, polite and well‑motivated
• Able to work on own initiative
• Tact and diplomacy

Other

• Flexible attitude and approach to meet patient/service needs
• Must hold a clean, full UK driving licence and have access to a vehicle or be able to make alternative travel arrangements
• Willingness to cover in other geographical locations

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 convictions.

Employer name

East of England Community Health and Care NHS Trust

Equal Opportunities

The selection processes at Norfolk Community Health and Care NHS Trust are in place to ensure we recruit candidates with the right values and skills, and we monitor the use of AI in applications to ensure accurate reflection of skills.

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