Administration Assistant

6 days ago

Norwich, Norfolk, United Kingdom Norfolk Community Health and Care NHS Trust Full time

To provide comprehensive and pro-active secretarial and administrative support ensuring that all administrative processes and tasks are undertaken efficiently, effectively and to a high standard.

Contributing to the smooth running of the services within System Ops and Resilience; supporting the Senior Administrator, System Operations Manager, Head of Service and Service Lead.

To support the delivery of a high quality, safe and compassionate healthcare service.

To support the delivery of a high quality, safe and compassionate healthcare service.

To provide daily support to record and update sensitive data for bed numbers, OPEL, delays, discharges and admissions, deferrals and allocated visits.

The post holder will be able to provide an expert view of in operational flow initially within the generalist rehab wards

The post holder will raise concerns, communicate these concerns and escalate to the relevant team or colleague. The post holder will be expected to build working relationships with the senior administrator and senior management team.


This role requires excellent administrative, verbal and written communication skills together with attention to detail and the ability to work both autonomously and as part of a team.

The post holder will be required to communicate formally and informally with a range of internal and external stakeholders, verbally and in writing, and this will require the ability to be able to use a range of communication skills including empathy, persuasion, tact, negotiation and influencing.

Please see attached Job Description for full details.


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

Agile (working from home and/or office) Policy.

NHS discounts and many more


To Independently manage and prioritise a variety of administrative and clerical duties and undertake other general office duties (prioritising and generate own workload).


Using a range of software programmes, including SystmOne, Microsoft and Jabber and audio-typing to produce, maintain and distribute documents, including reports, spreadsheets, databases and presentations, which 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.


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

Sending additional mail at manager's request.

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


Assist Managers in the administration of HR and recruitment process for new starters and prepare relevant paperwork for Managers to authorise changes to current staff's circumstances.

Assist in the administration of recruitment using TRAC.

Be point of contact for staff to provide information on Trust's processes, i.e HR, Mileage claims and answer general enquiries to assist staff, especially new starters.

To maintain schedules and diaries, organise and service and attend relevant meetings. These may be virtual or in person. This may require travelling to other sites.

This will include resolving appointment conflicts, ensuring notes are ready for meetings, issuing meeting invitations, formulating agendas, distributing papers, making room bookings, arranging meeting room layout, equipment, hospitality, greeting visitors and taking formal minutes or notes of meetings.


To undertake receptionist/telephonist duties, receiving and processing telephone calls, including referrals, which may be urgent, liaising with health professionals to correctly process referrals and contacting patient transport companies to alleviate issues with patient transport.

Inputting onto various databases and systems, e.g. SystmOne and designated spreadsheets, within the required timescales and deadlines.

To be committed to working within a changing environment, responding positively to new demands and changes.

To be an active team member recognising potential problems, escalating these and any constructive ideas for improvement on to the team leaders.

To maintain required contact with inpatient wards to discuss anticipated delays, co-ordinate patient discharge with ward, a

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