Community Administrative Assistant

Job overview

We are looking for an enthusiastic, organised and compassionate Community Administration Assistant to join our Community Services team. This is a varied and rewarding role where you will provide high-quality administrative support to clinical and multidisciplinary teams, helping services to run efficiently and ensuring patients, families and healthcare professionals receive a professional and responsive service.

This part time Band 3 position will work as part of a wider Community Administrative Team and there will be lots of opportunities for support and development.

Main duties of the job

As a key member of the administrative team, you will undertake a broad range of duties including managing telephone enquiries, processing referrals, coordinating appointments and clinics, maintaining electronic records, supporting meetings, managing databases and spreadsheets, and assisting with staff rotas, training records and other administrative processes. You will also support the Single Point of Access, often acting as the first point of contact for patients, relatives, carers and healthcare professionals.

Excellent communication and customer care skills are essential. You will communicate with a wide range of people on a daily basis and will sometimes support patients and families who may be anxious, distressed or experiencing communication difficulties. You will be expected to respond with sensitivity, patience, professionalism and respect, recognising when an enquiry requires escalation to an appropriate member of the clinical team.

The successful candidate will have strong organisational and IT skills, with experience of Microsoft Office and administrative systems. You should be confident working independently, using your initiative and prioritising competing demands while maintaining accuracy and meeting deadlines. Experience of healthcare services and electronic patient record systems such as EMIS would be beneficial, although these are listed as desirable rather than essential.

Detailed job description and main responsibilities

The successful candidate will work 15 hours per week within the Bladder and Bowel Administrative Team, comprising 7.5 hours on a Monday and 7.5 hours on a Tuesday.

A key aspect of the role will be providing a professional and compassionate first point of contact for patients, families and carers, primarily through telephone communication. The post holder will work closely with other members of the administrative team to support the effective coordination of the service. Duties will include organising clinic appointments, preparing and sending patient correspondence, maintaining accurate records, responding to enquiries and liaising closely with the clinical team to support the delivery of timely and effective patient care.

The successful candidate will also work 9 hours per week with the Rapid Response Nursing Team. These hours will generally be worked on a Wednesday; however, flexibility will be required as there may occasionally be a need to work on an alternative day across the seven-day service.

Within Rapid Response, the post holder will work collaboratively with the wider clinical and administrative team as part of the Single Point of Access, helping to coordinate enquiries and referrals and ensuring information is communicated promptly and accurately to the appropriate members of the team.

Applicant requirements

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.