East of England Community Health and Care NHS Trust delivers expert healthcare in people’s homes, community hospitals and local settings across the East of England. Our nurses, therapists, clinicians, support teams and partners work together to provide coordinated care that supports independence, recovery and wellbeing. We believe people are best cared for close to home, in the communities where they live and belong. By combining professional expertise with strong local relationships, we help people stay well, feel supported and access the right care at the right time. Expert healthcare, close to home, trusted by our communities. Different ideas, experiences and backgrounds make us stronger and more creative and applications from all walks of life are welcomed. Our processes ensure that all applicants are treated fairly at every stage of the recruitment process. East of England Community Health and Care NHS Trust is committed to creating a modern and inclusive work environment. We actively promote flexible working opportunities where possible to meet the needs and wishes of our workforce and maintain and improve their wellbeing. We also offer flexible working patterns and we would encourage you to discuss this with the recruiting manager before or during the application process if this would interest you. We welcome applications from people who share our values and can help us deliver outstanding care in our local community. Please note, our selection processes are in place to ensure we recruit candidates with the right values and skills. Please be advised that the use of AI in applications is monitored. We remain watchful of candidates who misuse these tools to generate an application that doesn’t accurately reflect their skills. Before applying for this vacancy, please make sure you’re familiar with ongoing GOV.uk sponsorship eligibility criteria which will impact the organisations ability to provide sponsorship, whether this is currently or in the future. Job overview We are seeking an organised and motivated Administration Assistant to join the Neurodevelopmental Service (NDS) Administration team, within Children’s Services. This role provides vital administrative support to the NDS clinical team, helping to ensure services run smoothly and patients and families receive the best possible care. This will include using specific knowledge of medical terminology to type and format letters and to employ effective waiting list management for appointment booking. Strong communication, IT and organisational skills are essential, along with the ability to work independently and as part of a supportive team. This is a permanent full-time role (37.5 hours per week), based at Norwich Community Hospital. Advert Applicants must possess excellent communication and administration skills, with strong knowledge of all Microsoft Applications. Candidates must be able to work as part of a team and independently as well as being able to use their initiative and work to deadlines with attention to detail and accuracy. The postholder will need to have previous administration experience, including experience of undertaking a range of administrative duties as well as having excellent customer care skills. Applicants will need to be able to evidence a solid background working in a busy office environment, preferably with experience of working in the NHS. Knowledge of SystmOne would be an advantage, but training can be provided for the successful candidate. The postholder will be required to work flexibly and proactively, have good numerical skills and be able to multi-task, demonstrating self-management and prioritisation of their workload. Working for our organisation Find out more about working for our organisation here: https://heyzine.com/flip-book/2565ae62eb.html We are a supportive team committed to improving outcomes for children and young people, and their families. This role offers an opportunity to make a meaningful difference in children’s lives whilst developing your career in a fast paced and rewarding environment. Apply now to join an organisation that has been awarded an ‘Outstanding’ rating by the Care Quality Commission (CQC), the highest possible rating and the first stand-alone NHS community trust in the country to be awarded the title. Please note, the selection processes at Norfolk Community Health and Care NHS Trust are in place to ensure we recruit candidates with the right values and skills, please be advised that the use of AI in applications are monitored. We remain watchful of candidates who misuse these tools to generate an application that doesn’t accurately reflect their skills. Detailed job description and main responsibilities To liaise with The Single Point of Referral Office and other professionals for any queries relating to new and existing referrals to the Neurodevelopmental Service (NDS). Using a range of software programmes including SystmOne, Microsoft Word and Excel to produce, maintain and distribute letters which may include medical terminology and deal with matters of a complex and/or distressing nature. To employ effective waiting list management for appointment booking. This will include: · booking of appointments from waiting lists. · resolving appointment conflicts. · issuing appointment letters/texts. · using Cloud Booking to ensure there is room availability. · booking interpreters to support these appointments and arrange translation of documents as and when required. · managing clinician ledgers and being aware of clinician’s annual leave. To independently manage, undertake and prioritise a variety of administrative and clerical duties and undertake other general office duties which follow standard processes with the occasional need to deviate. These include: photocopying, scanning, emailing, distributing, filing and organising letters, reports and other documents. researching appropriate websites, downloading and circulating documents, as requested. to anticipate and assess problems or issues, showing initiative and exercising independent judgement in resolving or actioning them. identify and report areas within working processes and procedures that could improve service delivery. To handle telephone calls into the service from members of the public and health professionals confidently and appropriately, regularly providing and receiving complex and sensitive information, taking accurate messages and ensuring these are passed on to the relevant person in a timely manner. To build effective working relationships with the Clinicians who are supported by the Neurodevelopmental Service (NDS) administration team. To communicate professionally and effectively with colleagues, stakeholders and service users at all levels, providing clear information and guidance, exercising tact and judgement in dealing with and resolving enquiries, taking accurate messages and ensuring these are actioned and/or passed to the relevant person in a timely manner. To provide and receive contentious or sensitive information about difficult or complex matters and to respect confidentiality at all times. To exercise tact and diplomacy when communicating information to patients which may be distressing to the receiver or where there may be barriers to understanding. To support The Neurodevelopmental Service (NDS) Coordinator and/or the Administration Service Manager to create and design administrative processes and regularly review to ensure they meet the needs of the organisation and the patient. 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 Neurodevelopmental Service (NDS) Coordinator and/or the Administration Service Manager. To provide training and support to colleagues including new starters, temporary staff and apprentices when required as directed by The Neurodevelopmental Service (NDS) Coordinator and/or the Administration Service Manager. To be responsible for the efficient use of office equipment and supplies, monitoring and maintaining stock levels, requisitioning and receipting goods and services on the NHS procurement system, PowerGate and carrying out research into goods and services as required. To report maintenance, cleaning, health and safety and other site issues in line with current procedures keeping the line manager/site manager informed at all times. To undertake any other site and facilities duties as requested. Provide cover for the team and other departments, including reception, during periods of absence, as directed. This may require travelling to other sites. It is the post holder’s responsibility to ensure that they have undertaken all mandatory training, in line with Trust policies and procedures. To monitor and report their sickness absence and annual leave. To attend relevant meetings. These may be virtual or in person. This may require travelling to other sites. Equal Opportunities - We are an equal opportunities employer and welcome all applications irrespective of age, disability, gender, sexual orientation, race or religion. Additionally, people with disabilities that fall under the Disability Confident Scheme will be offered an interview providing they meet the minimum criteria for the post (outlined in the Person Specification). All sites are Smoke Free. If you need this application in an offline format, please let us know. Immigration Status – East of England Community Health and Care NHS Trust is a diverse employer and welcomes all job applications. However, potential applicants should note that although the Trust is registered with the Home Office as a sponsor organisation for migrant workers, sponsorship can only be offered against Skilled Worker visas. If you are an applicant from outside the UK and do not already hold a self-gained right to work, we recommend you check the Home Office eligibility requirements before making an application. Please note: Although we are a registered sponsor organisation, we are unable to offer sponsorship for some job roles, and this will be identified through filtering questions at the start of any job application on the Trac recruitment system. Redeployment - Please note that in the first instance priority for this vacancy will be given to staff who are on the Trusts Redeployment Register. DBS - this post may be subject to a Disclosure and Barring Service (DBS) check. Closing and Interview Dates -This vacancy may close early if sufficient applicants are received. Data Protection - A privacy notice detailing how we will handle your data is attached to this advert as a document. Your application will be transferred to our recruitment management system (Trac) once the advert has closed and you will receive notification then detailing how Trac will handle your data. Our safe recruitment pre-employment checks are undertaken before an appointment is confirmed and may include a DBS check. Where the role requires you to drive, we'll ask you to validate your driving licence online via the DVLA. In submitting an application, you authorise East of England Community Health and Care NHS Trust to confirm any previous NHS service details via the Inter Authority Transfer (IAT) process should you be appointed. ALL CORRESPONDENCE will be via the e-mail address on your application form. If you have not been invited to interview within 2 weeks of the closing date, you unfortunately haven’t been successful on this occasion, but keep an eye on our vacancies as a job that’s just right for you may appear!