Closing date: 13 July 2026
iCaSH Peterborough – Administration Assistant, 12 months, Fixed Term Contract
An exciting opportunity has arisen for an enthusiastic and committed Administration Assistant to provide high quality services to the community who use the Integrated Contraception and Sexual Health (iCaSH) services across Peterborough.
To provide call taking, reception, front of house, appointment booking for patients and additional administration support function to the iCaSH service clinical and non-clinical teams.
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.
We are looking a suitable candidate based at our Peterborough site.
Main duties of the job
- Facilitate communication with patients booking of appointments for clinics via relevant contact methods such as answering calls for the 0300 line, 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 when required, ensuring all outgoing mail is processed and ready for collection at the appropriate time.
About us
Rated ‘Outstanding’ by the Care Quality Commission, we provide high quality innovative services across 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 – our staff who, for the seventh year running, rated us highly in the national staff survey.
If you share our passion for innovative and high-quality care delivery, please submit your application and join us on our 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.
Job responsibilities
- Act as the first point of contact to patients and visitors, ensuring all enquiries 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.
- Receive, sort, distribute and dispatch all mail, ensuring all outgoing mail is processed and ready for collection at the appropriate time.
- Take bookings for meeting rooms when required.
- 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.
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 East of England Community Health and Care NHS Trust Services 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 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 EEC.
- 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 processes for their team.
Person Specification
Knowledge and skills
- Ability to maintain good relationships with colleagues and professional staff
- Excellent organisational skills, telephone and communication skills and ability to prioritise
- Working with sensitive information and protecting confidentiality
- Knowledge of the application of administrative systems and programmes in healthcare
Qualifications and training
- Educated to GCSE level English and Maths or equivalent
- Competent operator of computers and software
- Knowledge of the full range of secretarial procedures, software programmes and medical terminology
Experience
- Proven experience of using Microsoft Office
- Ability to use own initiative and work to deadlines
- Experience of working in a constantly changing environment
- Experience in NHS or Healthcare clinic
- Previous experience in a clinical setting
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
East of England Community Health and Care NHS Trust (Cambridge)
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