Main area iCaSH integrated contraception and sexual health Grade Band 2 Contract 12 months (Fixed Term) Hours
- Part time
- Flexible working
30 hours per week (30 hours per week, Monday to Friday (shifts include 8:45 – 16:45/9:00-17:00 or 12:00-20:00) and Saturday on rotation 0900-1300 with half day off in that week. This role is for 4 days per week with one day as non-working day as per rota.) Job ref 448-AMB-8314924
Employer East of England Community Health and Care NHS Trust (Cambridgeshire) Employer type NHS Site Kings Brook Bedford Town Bedford Salary £25,272 per annum, pro-rata Salary period Yearly Closing 11/10/2026 23:59 Interview date 28/10/2026
Administration Assistant
Band 2
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.
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.
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.
Please note all new starters will be subject to a 6 month probationary period.
All are welcome to apply and our promise to you is a culture which prioritises staff engagement and development.
Job overview
An exciting opportunity has arisen for an enthusiastic and committed Administration Assistant to provide high quality services to the community who use the Integrated Contraception and Sexual Health (iCaSH) services across Bedfordshire. Your main base will be Kings Brook, Bedford but with the expectation to provide cover at Grove View, Dunstable if required.
To provide call taker, reception, front of house, appointment booking for patients and additional administration support function to the iCaSH service clinical and non-clinical teams.
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.
We have 1 position available: 30 hours per week., Monday to Friday (working 4 days with 1 NWD per week) with shifts of 8:45 – 16:45 / 9:00 – 17:00 or 12.00-20.00. Saturday on rotation 09:00-13:00 with half day off in that week. Half day off per week which may vary due to staffing and clinic needs.
“Should we receive a high number of applications we reserve the right to close this vacancy at any point after 1st October, 2026”.
Main duties of the job
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 prioritising as required dependant on urgency of enquiry.
Facilitate communication with patients 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.
Update and process patient demographics on the clinical system and associated booking/check in/waiting list processes.
Maintain accurate patient records both manual and electronic in accordance with the organisation’s Record Keeping Policy.
Respond to routine enquiries and requests for information, passing information onto relevant colleagues as appropriate and in a timely manner.
When required; receive, sort, distribute and dispatch all mail, ensuring all outgoing mail is appropriately processed and ready for collection at the appropriate time.
Working for our organisation
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.
Detailed job description and main responsibilities
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
- Service Support Lead
- Clinical Nurse Manager
- Administration Team
- iCaSH Locality Team
- iCaSH Clinical Team
- iCaSH Medical Team
- Other East of England Community Health and Care NHS Trust 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.
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.
Person specification
Knowledge and skills
- Understand working with vulnerable people
- Excellent organisational skills and ability to prioritise and plan ahead
- Working with sensitive information and protecting confidentiality
- Knowledge of the application of administrative systems and programmes in healthcare
Qualifications and training
- Educated to GCSE level English and Maths or equivalent
- Competent operator of computers and software
Experience
- Proven experience of using Microsoft Office
- Ability to use own initiative/ work to deadlines
- Experience of working in a constantly changing environment
- Experience of working in NHS or clinical setting
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 eligible roles. 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.
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.
Redeployment – Please note that in the first instance priority for this vacancy will be given to staff who are on the Trusts Redeployment Register.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.
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!
Employer certification / accreditation badges
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
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