We are looking for motivated, flexible bank staff to join our team to provide administrative support to our Luton Adult Services Teams.
You will be expected to have at least 2 years office based experience as well as have a NVQ level 3 in Business Administration or equivalent. You will need to ability to work on your own initiative as well as part of a team in a busy office environment.
You must be proficient in Microsoft office with a good working knowledge of Word and Excel. Experience of using SystmOne and or Civica Malinko would be desirable however if not training will be offered.
If you have the following attributes, this position may be for you:
Ability to prioritise workload
A caring and sensitive approach to work
Excellent telephone manner
Good communication skills with patients & other health care professionals
Able to work independently
Flexible approach to work
Interviews to be held on Thursday 6th August 2026.
Be a key holder for the building and undertake the opening of the building in the mornings.
Receive all patients and visitors attending either a clinic or the team, ensuring that the signing in/out register is completed, and signpost/escort accordingly.
Update S1 ledger when patients arrive ensuring clinical staff / team are aware.
Receive, open and date stamp all incoming post and parcels and inform relevant team member of delivery in a timely manner.
Open and date stamp all incoming referrals / Patient correspondence received at the Luton Treatment Centre and follow service specific Standard Operating Procedures.
Review handover information from security / cleaning contractors, highlighting and reporting any issues raised with the Administration Support Lead / Business Administration Manager.
Manage the signing-in system for all staff and visitors, bringing any issues to the senior managers attention.
Monitor the room booking system for all clinical rooms, running weekly reports and highlighting room activity / cancellations.
Process outgoing internal/external post and blood courier.
Create and update the Luton Treatment Centre staff handbook, ensuring all relevant contractors’ information is available.
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.
Contribute to creating a professional and welcoming environment by greeting and assisting Patients and relatives, CCS staff including clinicians, senior managers, and visitors. To ensure all who visit the Luton Treatment Centre are dealt with efficiently and effectively.
Open and date stamp incoming post (and faxes) attaching correspondence to patients’ files and distributing to relevant team member.
Receive and distribute deliveries.
Manage the booking system for all clinical rooms, running monthly reports and highlighting DNA.
Cancellations.
Collate monthly timesheets / personal information ensuring post is sent to head office in a timely manner.
Work closely with the Business Administration Manager and EPUT Estates & Facilities Supervisor in helping to ensure the cleaning standards agreed in the contract are maintained. Attend and minute meetings with EPUT and circulate the Actions Log to attendees.
Train as a Fire Responder, ensuring 6 monthly evacuation process is followed, assist in the evacuation of the building in the event of an emergency.
Manage lost property for site.
Create and send email cascades to the various Services.
Contribute to ensuring weekly fire and monthly emergency lighting tests are carried out and report any faults to the appropriate contact.
Manage the shipment of empty toner cartridges to a contracted recycling organisation.
In conjunction with colleagues, monitor and maintain the effectiveness of systems and processes and suggest/implement changes when necessary.
Work flexibly within the administration team, creating, developing and maintaining effective working relationships with colleagues.
Research and provide information as requested.
Operate and maintain office equipment, following instructions for use, ensuring correct handling and reporting any faults that occur.
Develop others through on-the-job instruction, regularly review training methods and develop where required.
Maintain own professional development and participate in the 1:1, Appraisal and KSF processes.
Equipment Database / Servicing all equipment.
Raise p-forms for when required and update annual leave requests ensuring the off duty is up-to-date immediately highlighting any issues to management.
Work closely with the HCA’s to highlight any issues with regards to cleaning and maintenance of site, contacting relevant contractors when required.
Co-ordinate quarterly site meetings, taking accurate action points
Induction of all new starters.
Ability to travel to other bases and cover reception at the Poynt, Marsh Farm Health Centre & Wigmore Lane Health Centre when required.
Oversee administration cover for administration team ensuring adequate cover of reception and back office areas.
Communication
Deal with telephone calls in an efficient and courteous manner, taking messages and directing calls, or dealing with at initial stages, and referring, where necessary, to senior staff.
Deal with all other forms of enquiries from staff and patients within and outside the Trust in a confidential manner, including accessing data to answer queries regarding clinics, appointments and patient details including patient ID numbers.
Co-ordinate the Public and Patient Involvement (PPI) resource.
Budgetary Responsibility
Be responsible for ordering and maintaining adequate stock, stationery supply, equipment database and training records for Luton Treatment Centre.
People Management
Maintaining own professional development and requirement to take part in appraisal and KSF process.
General
Safeguarding people responsibility.
Safeguarding children and adults at risk of abuse or neglect is a collective responsibility.
There is an expectation that all staff develop and maintain their role relevant safeguarding people competencies and comply with local safeguarding partnerships practice. Alongside this employee who are registrants are reminded of their professional duty of care.
Safeguarding means protecting a citizen’s health, wellbeing, and human rights; enabling them to live free from harm, abuse and neglect. It is an integral part of providing high-quality health care.
Those most in need of protection include:
- Children and young people
- Adults at risk, such as those receiving care in their own home, people with physical, sensory, and mental impairments, and those with learning disabilities.
The post holder must at all times carry out his/her duties with regard to East of England Community Health and Care NHS Trust Equal Opportunities Policy.
To be aware of the responsibilities of all employees to maintain a safe and healthy environment for patients, visitors and staff.
All post holders must adhere to the code of conduct on confidentiality and be aware of and adhere to all Trust policies and procedures.
This job description is intended only as a guide to the range of duties involved. The post holder will need to be flexible and adaptable in order to respond to other duties that may be required from time to time and the changes and developments within the Trust.
This post is subject to the Rehabilitation of Offenders Act 1974 (Exemptions) Order 1975 and as such it will be necessary for a submission for Disclosure and Barring Service to be made to check for any previous criminal convictions. East of England Community Health and Care NHS Trust is committed to the fair treatment of its staff, potential staff or users in line with its equal opportunities policy and policy statement on the recruitment of ex-offenders.
