MHST Administrative Assistant

Job overview

Do you want to be part of an exciting, dynamic and expanding children’s mental health service, in an ‘Outstanding’ rated NHS Trust?

We are offering a great opportunity for an experienced Administrator to be aligned to our Norfolk Mental Health in Schools Teams (MHST), also providing potential short notice cover to other areas within the trust and as required based on business need.

This is a full-time post, and could potentially be based at alternative locations across Norfolk, Whiting House in Norwich is the most central location, we also have admin colleagues based in Dereham and North Walsham. The role can be a blend of office-based and remote working, with an expectation for the candidate to travel to attend team meetings and complete ad-hoc duties.

There can be some flexibility with working hours.  For remote working, all necessary IT equipment will be provided to support this. This role is Monday to Friday -  with no Bank Holiday or weekend working.

The ideal candidate will be flexible and willing to offer suggested improvements and new ideas to support the administrative processes within the service.

If you feel you have the skills and experience for this post we would love to hear from you!

Main duties of the job

The role will include working alongside our growing administration team to develop new systems and processes and be involved in developing new ways of providing information and support for children and young people. This is an exciting opportunity to be a part of growing, innovative service.

The Service continues to grow with team members working across Cambridgeshire, Peterborough and Norfolk, therefore, excellent communication skills and the ability to understand and work with other people is vital.

This Mental Health Team Administrator role will mainly provide administrative support across the whole service within MHST and will work closely with the Administration team to share joint team tasks.  This will require you to be comfortable carrying out a range of duties, some which may be at short notice.

This is a roll out of the work to improve access to mental health care for young people set out in the NHS Long Term Plan.  You will join a supportive service with a ready support system available.

Should we receive a high number of application we reserve the right to close this vacancy at any point after the 25th May 2026.

Detailed job description and main responsibilities

Main Duties and Responsibilities

Support and manage the patient referral process for the county wide MHST team.

To use electronic patient management system (SystmOne) to register, process, check, update and discharge patients.

To type appointment letters and send clinical letters and discharge letters.

To type appointment letters and send clinical letters and discharge letters.

Implement processes and practices to ensure best practice within the new team.

Provide administrative support to the leadership team by providing diary management, arranging meetings, assisting with preparation of presentations and training materials, sending communications to colleagues within the service and locality, filing, photocopying and other general administrative duties.

Administering meetings , including preparing agendas and papers and taking actions, notes or minutes.

Assisting with HR administration for the leadership team by using a variety of electronic methods including - maintaining records of annual leave, monitoring mandatory training compliance.

Have a full comprehensive knowledge of all electronic systems, including ESR, ESR manager self service, Health Roster, Loop, Datix, Oracle, Electronic Pfiles. This list is not exhaustive.

Booking of all contacts in line with performance timescales.

Answering telephone calls and responding appropriately.

Administration of S1 units including scanning documents onto S1 records, monitoring tasks, setting up rotas, electronically attaching documents to service user records etc.

Monitoring and ordering of stock and other items as required.

Taking calls from clinicians at the end of the day in line with the lone working policy.

Completing other routine administration tasks as requested such as scanning, photocopying, coordinating the calibration of scales and other equipment, etc.

Uploading FFT data to IQVIA.

Booking venues for meetings and service delivery when required.

Booking interpreters.

Support the Single Point of Access and other services  where required.

Within this role you will need to travel on a daily basis, across Norfolk which involves both rural and urban travel.  The nature of our work does result in travel arrangements changing at short notice.  Due to the large geography our service covers and the limitations of sufficient public transport to undertake this role you must hold a full and current driving licence and have access to your own transport or be able to meet the travel requirements of the role through other reasonable methods. This is subject to the provisions of the Equality Act 2010, and therefore if the postholder requires a reasonable adjustment due to a disability then this will be considered.

Communication

Communicating positively with service users and their families, ensuring that all communications are appropriately directed.

Maintaining positive relationships and communicating with colleagues within teams.

The post holder will be required to handle sensitive information, such as staff personnel files, in a confidential manner.

Providing and receiving routine information from the following:

- Managers at all levels throughout Cambridgeshire Community Services NHS Trust and Norfolk Community Health and Care (CCS/NCHC)

- CCS/NCHC employees

- Service users

Contribute to CCS/NCHC internal communication strategies ensuring effective two-way communication and engagement within the organisation.

To contribute to ensuring that CCS/NCHC responsibilities to engage and consult with patients and the public are met in line with statutory requirements.

Budgetary Responsibility

Orders stationery and maintains stock control

Ordering and stock control of Healthy Start vitamins and other health related items.

Authorised requisitioner on Oracle, responsible for ordering and receipt of goods for the locality, understanding their responsibility around budget management.

People Management

Assisting leadership teams with HR administration, e.g. by maintaining records of annual leave, monitoring mandatory training compliance, recording sickness absence.

Supporting and inducting new administration staff into the service.

Maintaining own professional development and requirement to take part in appraisal and KSF process.

Acting as a super user for S1 and for administrative processes and providing assistance and informal training to clinical staff on these processes.

Demonstrating their own work practices to administrative staff new to the service.

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 control policies and procedures.

Undertake mandatory training and any other training relevant to the role as required by CCS/NCHC.

The post holder must participate in clinical and safeguarding audits as required.

The post holder is required to participate in relevant emergency preparedness process for their team.

General

Safeguarding people responsibility.

Safeguarding children and adults at risk of abuse or neglect is a collective responsibility.

There is an expectation that all staff develop and maintain their role relevant safeguarding people competencies and comply with local safeguarding partnerships practice. Alongside this employee who are registrants are reminded of their professional duty of care.

Safeguarding means protecting a citizen’s health, wellbeing and human rights; enabling them to live free from harm, abuse and neglect. It is an integral part of providing high-quality health care.

Those most in need of protection include children and young people, adults at risk, such as those receiving care in their own home, people with physical, sensory and mental impairments, and those with learning disabilities.

The post holder must at all times carry out his/her duties with regard to Cambridgeshire Community Services NHS Trust Equal Opportunities Policy.

To be aware of the responsibilities of all employees to maintain a safe and healthy environment for patients, visitors and staff.

All post holders must adhere to the code of conduct on confidentiality and be aware of and adhere to all Trust policies and procedures.

This job description is intended only as a guide to the range of duties involved. The post holder will need to be flexible and adaptable in order to respond to other duties that may be required from time to time and the changes and developments within the Trust.

This post is subject to the Rehabilitation of Offenders Act 1974 (Exemptions) Order 1975 and as such it will be necessary for a submission for Disclosure of Barring Service to be made to check for any previous criminal convictions. Cambridgeshire Community Services NHS Trust is committed to the fair treatment of its staff, potential staff, or users in line with its equal opportunities policy and policy statement on the recruitment of ex-offenders.