Full Time position, for 37.5 hours per week at our Norwich Clinic.
Looking for an admin role within the NHS?
We are looking for an individual to join our busy clinic, do you enjoy a challenge and do you have:
Good all round PC skills
Willingness to train on various systems
The ability to cope under pressure
Excellent organisational skills
Excellent telephone and communication skills.
Monday - Saturday on a rota basis
You will provide reception, front of house, call taker, appointments and additional clinical support duties and a wide range of administrative support functions to the iCaSH service clinical and non-clinical teams.
The service delivers care specifically to meet the needs of its diverse population across Norfolk. The service is community based with clinics in Norwich, Great Yarmouth & King’s Lynn providing contraception, sexual health & HIV care & treatment.
The post available is based at our Norwich clinic with call handling being the principal aspect of this role. The service operates Monday – Friday including 2 longer days till 7.30pm and Saturday mornings which staff cover on a rota basis.
We are looking for motivated & enthusiastic Administrator Assistant with a strong work ethic to join us. Applicants will preferably demonstrate previous call taking experience & have the ability to work within a busy team with a high call activity into the service.
The main aspect of this role will be answering calls into the service, along with booking and re arranging appointments, reception cover, front of house cover and additional administration duties and to support both clinical and non-clinical teams in service delivery.
Act as the first point of contact to patients predominantly via the telephones. 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.
Maintain accurate patient records both manual and electronic in accordance with the organisation’s Record Keeping Policy.
Provide administration support to the iCaSH Service secretaries if required.
S hould we receive a high number of applications we reserve the right to close this vacancy at any point after 25/08/2026.
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.
Please be aware that East of England Community Health and Care NHS Trust will never ask applicants to pay fees at any stage of the recruitment process, including job applications, sponsorship arrangements, or employment offers. All recruitment communications and job applications should only be made through our official careers website and published contact details.
If you receive a suspicious job offer or recruitment-related communication, do not make any payments, share personal information, or provide identity documents. We encourage you to report the matter to your local police or relevant law enforcement agency. Any concerns relating to potential recruitment fraud should also be reported to our Local Counter Fraud Specialist (LCFS) as soon as possible.
Job Purpose:
To provide reception, front of house, call taker, appointment manager and additional clinical support duties and a wide range of administrative support functions to the iCaSH service clinical and non-clinical teams.
Main Duties and Responsibilities
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.
Maintain accurate patient records both manual and electronic in accordance with the organisation’s Record Keeping Policy.
When required; receive, sort, distribute and dispatch all mail, ensuring all outgoing mail is appropriately processed and ready for collection at the appropriate time.
When required, take bookings for meeting rooms.
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.
Update and process patient demographics on the clinical system and associated booking/check in/waiting list processes.
Open, sort and prioritise clinic mail. Scanning of relevant client medical records, laboratory reports and other clinic correspondence onto the electronic patient record.
Communication
Facilitate communication with patients and booking of appointments for clinics via relevant contact methods (for example, telephone, online booking, direct messaging and chat functions) using the clinical system and other local booking/waiting list processes.
Respond to routine enquiries and requests for information, passing information onto relevant colleagues as appropriate and in a timely manner.
Key working relationships
- The general public including patients and their families if appropriate
- Head of iCaSH Services
- iCaSH Service Manager
- Clinical Nurse Manager
- Deputy Operational Site Lead
- Service Support Lead
- Administration Team
- iCaSH Locality Team
- iCaSH Clinical Team
- iCaSH Medical Team
- Other East of England Community Health and Care 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 requirements of 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 East of England Community Health and Care NHS Trust.
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 process for their team.
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.
