Norfolk Community Health and Care NHS Trust

Administration Assistant

The closing date is 15 June 2025

Job summary

We are looking for an enthusiastic, self-motivated administration assistant to join our admin management team. This role is part time at 22.5 hours a week, ideally 3 full days although alternative hours can be considered. Agile working would be considered however the majority of working hours are required in the office.

Please note that this role does not qualify for sponsorship.

The role will include administrative support duties such as being responsible for the administration absence reporting line, supporting with HR documentation, tracking various governance related matters and supporting with ad-hoc requests from the admin management team.

You will have experience of undertaking a range of administrative duties and have excellent prioritisation and work coordination skills. You will need to be able to evidence a good solid background working in a busy office environment, preferably with experience of working in the NHS with an understanding of how administration plays a part in supporting the wider system.

The ability to be able to manage your own workload whist being flexible to the demands of the working day are essential. The post holder will need to have good numerical skills, be skilled in using Microsoft excel and be able to multi-task.

Being able to demonstrate excellent organisational and effective communication skills is also essential.

Main duties of the job

To build positive working relationships with the Deputy Admin Operations Manager and Admin Service Managers
Daily use of Microsoft Outlook, Word, Teams, Excel
To monitor and action emails from personal inbox
To be responsible for the Administration Absence line
Prepare HR related documentation
Photocopying, scanning, emailing, distributing, filing and organising letters, reports and other documents
To track training, sickness and other process with the admin portfolio
Inputting onto various databases and system
Attend and service meetings
Ordering and sourcing of equipment
To help with recruitment within the admin portfolio

About us

Apply now to join an organisation that has been awarded an 'Outstanding' rating by the Care Quality Commission (CQC), the highest possible rating and the first stand-alone NHS community trust in the country to be awarded the title.

Good benefits package including a minimum 27 days annual leave, plus Bank Holidays, increasing after 5 years and 10 years to a maximum of 33 days
Opportunity to join the NHS pension scheme.
Wellbeing support (gyms, free eyesight test, cycle to work scheme, wellbeing resources)
Free parking at most sites
Supportive positive culture that is Well-Led with regular supervision
Comprehensive in house and external training programmes available
NHS discounts and many more

Please note that applications are accepted by completion of our on-line application form. We cannot accept CV's.

Find out more about working for our organisation here:

https://heyzine.com/flip-book/2565ae62eb.html

Please note, 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, please be advised that the use of AI in applications are monitored. We remain watchful of candidates who misuse these tools to generate an application that doesn't accurately reflect their skills.

Date posted

04 June 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,071 to £25,674 a year pro rata per annum

Contract

Permanent

Working pattern

Part-time

Reference number

839-7254556-MP

Job locations

Norwich Community Hospital

Bowthorpe Road

Norwich

NR2 3TU

Job description

Job responsibilities

Main Duties & Responsibilities

To carry out and prioritise a variety of administrative and clerical duties and undertake other general office duties (prioritising and generate own workload), which will include:

Using a range of software programmes and audio-typing to produce, maintain and distribute documents, including reports, spreadsheets, databases and presentations. This may include regularly dealing with matters of a complex and/or distressing nature.

Understanding of a range of work procedures and practices, some of which are non-routine, which require a base level of theoretical knowledge. This is normally acquired through formal training or equivalent experience.

Photocopying, scanning, emailing, distributing, filing and organising letters, reports and other documents.

Setting up and maintaining comprehensive, confidential records and filing systems, ensuring that all records are kept up-to-date and filing is carried out in a timely manner.

Opening, sorting and distributing incoming mail, relating it to previous correspondence as appropriate and ensuring that outgoing post is sent in a timely manner.

Researching appropriate websites to gather information around equipment used for the service. This includes downloading and circulating documents, as requested.

Where required, work as a team with a group of staff on a daily basis, supporting the nursing stock volunteer with training, communicating changes and providing updates on procedures and best practice.

Identify and report areas within working processes and procedures that could improve service delivery.

When covering reception, to undertake receptionist/telephonist duties, dealing appropriately with all telephone enquiries as well as face to face patient contact, which may on occasion be upsetting.

Assist Managers in the HR and recruitment process for new starters and prepare relevant paperwork for Managers to authorise changes to current staffs circumstances. This can include advertising vacancies on the NHS recruitment system, TRAC, supporting with the scheduling and set up of interviews, including sending out interview invites on behalf of managers, and meeting candidates prior to interview.

To maintain schedules and diaries, organise and service meetings and clinics, which may involve travel to and from other venues. This will include resolving appointment conflicts, issuing meeting invitations, formulating agendas, distributing papers, making room bookings, arranging meeting room layout, equipment, hospitality, greeting visitors and taking formal minutes or notes at meetings.

Be a point of contact for internal and external callers and visitors, accepting deliveries, re-directing callers and service users, where appropriate, and providing information or answering questions on routine matters and ensuring that accurate messages are passed on in a timely manner.

To communicate with patients and clients at an appropriate level providing clear information and guidance and dealing with patients fears and lack of understanding. Exercising tact and judgement in dealing with and resolving routine enquiries, taking accurate messages and ensuring these are passed to the relevant person in a timely manner.

Supporting with formatting of confidential Duty of Candour letters to be sent out to patients, checking the letters for grammatical or spelling mistakes, ensuring the letter has been checked and approved by relevant Quality colleagues, inputting letter data onto relevant trackers and uploading copies of the letters to Datix for reporting purposes.

To support with the efficient, secure and safe running of the NCH stock rooms by devising relevant operational procedures and ensuring they are in place, maintaining up to date records of all stock products in and out of the area, including carrying out stock counts, reporting any discrepancies or issues to the Personal Assistant / Supervisor and Admin Team Lead.

To be responsible for the efficient use of office equipment and supplies, monitoring and maintaining stock levels, requisitioning and receipting goods and services on the NHS procurement system, Powergate, and carrying out research into goods and services as directed.

Inputting onto various databases and systems, e.g. SystmOne, Healthroster, TRAC, Cloudbooking Powergate and designated spreadsheets, within the required timescales and deadlines. This may include scanning referrals, which may be urgent, and liaising with health professionals to correctly process the referrals

Updating HealthRoster system to support the Admin Managers with staffing information, such as adding or adjusting shift patterns, adding staff sickness, adding excess hours and adding or cancelling annual leave requests from staff as directed by the relevant Admin Manager.

Assisting Admin Managers with typing and formatting of confidential letters to staff, which can relate to staff sickness or performance, as well as typing meeting outcome letters and transcribing for investigations.

Administratively supporting Admin Managers with formal investigations, such as correspondence, attending meetings to take formal notes, using Dictaphones or other equipment to record meetings and produce dictations. This can involve hearing or typing matters of a complex and/or distressing nature.

Be point of contact for the administration service. Providing information on Trusts processes, i.e. HR, Mileage claims and answer general queries to assist staff, especially new starters.

Produce weekend and bank holiday staffing rotas and distributing to relevant staff, collecting data from HealthRoster to allocate necessary staff as a point of contact for each team, and distributing the rota within a timely manner.

Supporting managers with staff mandatory training and PDP compliance, breaking down reports to collate information on staff who may be non-compliant, distributing data to relevant managers and where necessary, supporting with allocating time to senior managers to complete relevant training or participate in relevant meetings. This includes supporting managers with the scheduling of monthly supervisions, understanding staff rotas and managers diaries in order to effectively plan meetings at mutually convenient times.

To report maintenance, cleaning, health and safety and other site issues in line with current procedures keeping the line manager/site manager informed at all times.

To implement policies for own work area and propose changes, as necessary and demonstrating required duties to new starters.

To monitor and report sickness absence and annual leave.

Provide cover in other departments, including Reception, during periods of absence, as directed by Admin Management. This may require travelling to other sites.

It is the post holders responsibility to ensure that they have undertaken all mandatory training, in line with Trust policies and procedures.

To attend relevant meetings, when required. These may be virtual or in person. This may require travelling to other sites