Administrative Assistant | East London NHS Foundation Trust
| Posting date: | 02 March 2026 |
|---|---|
| Salary: | Not specified |
| Additional salary information: | £29,651 - £31,312 per annum Inc HCAs |
| Hours: | Full time |
| Closing date: | 05 April 2026 |
| Location: | London, E7 8QP |
| Company: | East London NHS Foundation Trust |
| Job type: | Permanent |
| Job reference: | 7818554/363-CHN7818554 |
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.
Provide comprehensive day‑to‑day administrative supportto the service, ensuring all tasks are completed accurately, efficiently, and in line with service standards.
Work independently and use own initiativeto 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 colleaguesand provide cover, when required, for other administrative staff across multiple locations within the Directorate to support continuity and smooth running of the service.
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.
Toensurethatallincomingpostisdate-stampedanddistributedtotheappropriatepersonsandthatout-goingmailissortedaccordingtointernal,externaldepartmentsandrelevantagencies.
Manage the franking machines as required.
ToreceiveallincomingcallstotheServiceanddealappropriatelyinacourteousandhelpfulmanner.
Reception duty as required across the service, including other sites within the Community Services.
Todealwitharangeofqueriesfromthepublicandotheragenciesinapoliteandhelpfulmanner,whilstworkinginreceptionalsobytelephoneandfacetofaceencounters,seekingadviceand guidancewhen required.
Totakeandpromptlypassonaccuratenotesandinformation,exercisingindependentjudgementanddiscretionwhenhandling,monitoringandfilteringcallswithindataprotection,customercareandconfidentialityguidelines.
Toensurethatcallsfromanxiousanddistressedpatientsandcarersaredealtwithappropriatelyandreferredtothecorrectsysteminternally.
Tomanagethediaryandappointmentssystemandinformcliniciansoftheirappointmentarrivals.
Toensurethatstaffhavefilledintheirdiaryandupdatedtheappointmentsystem.
Toco-ordinateandoverseeroombookingsandreportanyproblemsasappropriate.
Totype upcorrespondencewhenrequired.
Tomaintainofficefilingsystemsandensureinformationrelatingtoserviceusersisaccessibletorelevantstaff,ensuringconfidentialityatalltimes.
Tomaintainastandardfilingsystemensuringthatthefilingofpatientnotes,correspondence,questionnairesetc.arekeptuptodateinlinewithrecordkeepingpolicies.
To undertake the in-putting of activity data on to the appropriate patient information systems, (RiO/EMIS).
Toopen,closeandarchivepatientfilesasappropriateinlinewithrecordingkeepingpolicies.
Tobookinterpretersandtranslatorsforclient’sappointmentsandmonitorconfirmationofbookingsandactionasappropriate.
Toensurethereisanadequatesupplyofallformsandadequatestationerysupplies,letterheads,informationleaflets,appointmentcardsetc.availableforcolleaguesandserviceusers.
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 KPI’s and ensure that patients are booked into the relevant clinics.
ToupdatepatientinformationonfilesandonITdatabasesystems, including EMIS & RiO. Ensuringdataqualityismonitoredandanyconcernsraised.
Toundertakegeneralofficedutiesincluding:photocopying,collatingandbindingofdocuments,filing,laminatingfaxingetc.asrequired.
Toprovideadministrativesupportto theserviceforpresentationsincludingsettingupofequipment,providinghandoutsandrefreshmentsasappropriate.
Toensurethatofficeequipmentismaintainedandreportedforrepairasnecessaryandthattheoffice,receptionareaandwaitingroomiskeptcleanandtidyatalltimes.
Toreceiveregularonetooneandteamsupervisionfromthelinemanager.
Asaserviceteammember,toworkflexiblyinorderthatessentialprioritytasksarecoveredanddealtwith.
Touseinformationtechnologyforarangeofpurposes.
Call, report and log maintenance issues.
Tohaveexcellentverbal,writtenandcommunicationskills.
Toinductnewstafftothe service in relation toadministration procedures andsystems
Tohavetheabilitytoremaincalmandsensitiveindifficultandstressfulsituations
Toprovideadministrationsupporttocommunityservicesasrequired
Toundertakeprofessionalandpersonaldevelopmentasagreedwithlinemanager and participate inregularsupervision and appraisal.
Toattend appropriateITand administrativetraining courses
To attend staff administration and team meetings.
AdoptandimplementagreedservicedevelopmentsinlinewiththeDirectorateandTrustobjectives.
Responsibleforownpersonaldevelopment
This advert closes on Sunday 15 Mar 2026