East London NHS Foundation Trust

Administrative Assistant

The closing date is 15 March 2026

Job summary

The Adult Community Health Services are looking for 3 Administrative Assistances to work across various sites within Newham. The post holder will provide an effective and efficient administrative and clerical support to the Clinical Services.

You will need to work flexibly as part of the administrative team and contribute to the smooth operation of systems that support service delivery to service users.

The role requires working in a busy and demanding environment. The post holder must be able to work independently, manage their workload effectively, and use their initiative when required. You will also need to be able to travel across various sites within Newham.

Main duties of the job

Provide comprehensive day-to-day administrative support to the service, ensuring all tasks are completed accurately, efficiently, and in line with service standards.

Work independently and use own initiative to prioritise workloads, liaise effectively with a wide range of professionals and stakeholders, and maintain strict confidentiality in relation to all client information.

Work collaboratively with administrative colleagues and provide cover, when required, for other administrative staff across multiple locations within the Directorate to support continuity and smooth running of the service.

About us

Our mission is to make a positive difference to people's lives by improving the quality of life for all we serve. Our values are: We Care, We Respect, We are Inclusive - so we are looking for people who live and breathe these qualities when supporting service users and carers, and in their relationships with colleagues in the Trust and our partner organisations.

Date posted

06 March 2026

Pay scheme

Agenda for change

Band

Band 3

Salary

£29,651 to £31,312 a year per annum Inc HCAs

Contract

Permanent

Working pattern

Full-time

Reference number

363-CHN7818554

Job locations

Newham Community Health Services

To Be Confirmed

London

E7 8QP

Job description

Job responsibilities

To ensure that all incoming post is date-stamped and distributed to the appropriate persons and that out-going mail is sorted according to internal, external departments and relevant agencies.

Manage the franking machines as required.

To receive all incoming calls to the Service and deal appropriately in a courteous and helpful manner.

Reception duty as required across the service, including other sites within the Community Services.

To deal with a range of queries from the public and other agencies in a polite and helpful manner, whilst working in reception also by telephone and face to face encounters, seeking advice and guidance when required.

To take and promptly pass on accurate notes and information, exercising independent judgement and discretion when handling, monitoring and filtering calls within data protection, customer care and confidentiality guidelines.

To ensure that calls from anxious and distressed patients and carers are dealt with appropriately and referred to the correct system internally.

To manage the diary and appointments system and inform clinicians of their appointment arrivals.

To ensure that staff have filled in their diary and updated the appointment system.

To co-ordinate and oversee room bookings and report any problems as appropriate.

To type up correspondence when required.

To maintain office filing systems and ensure information relating to service users is accessible to relevant staff, ensuring confidentiality at all times.

To maintain a standard filing system ensuring that the filing of patient notes, correspondence, questionnaires etc. are kept up to date in line with record keeping policies.

To undertake the in-putting of activity data on to the appropriate patient information systems, (RiO/EMIS).

To open, close and archive patient files as appropriate in line with recording keeping policies.

To book interpreters and translators for clients appointments and monitor confirmation of bookings and action as appropriate.

To ensure there is an adequate supply of all forms and adequate stationery supplies, letterheads, information leaflets, appointment cards etc. available for colleagues and service users.

To order equipment and supplies appropriate to the service via NHS Ordering Systems (i.e Oracle)

To process referrals to the Service in line with KPIs and ensure that patients are booked into the relevant clinics.

To update patient information on files and on IT database systems, including EMIS & RiO. Ensuring data quality is monitored and any concerns raised.

To undertake general office duties including: photocopying, collating and binding of documents, filing, laminating faxing etc. as required.

To provide administrative support to the service for presentations including setting up of equipment, providing handouts and refreshments as appropriate.

To ensure that office equipment is maintained and reported for repair as necessary and that the office, reception area and waiting room is kept clean and tidy at all times.

To receive regular one to one and team supervision from the line manager.

As a service team member, to work flexibly in order that essential priority tasks are covered and dealt with.

To use information technology for a range of purposes.

Call, report and log maintenance issues.

To have excellent verbal, written and communication skills.

To induct new staff to the service in relation to administration procedures and systems

To have the ability to remain calm and sensitive in difficult and stressful situations

To provide administration support to community services as required

To undertake professional and personal development as agreed with line manager and participate in regular supervision and appraisal.

To attend appropriate IT and administrative training courses

To attend staff administration and team meetings.

Adopt and implement agreed service developments in line with the Directorate and Trust objectives.

Responsible for own personal development