Administration Assistant - Outpatients Department

Go back East Suffolk and North Essex NHS Foundation Trust

Administration Assistant - Outpatients Department

The closing date is 11 March 2026

We are looking for enthusiastic and motivated individuals to join our well-established, friendly and busy Outpatients team to provide a first class service for our patients, working in our Appointments team and Reception areas at Ipswich Hospital.

You should have a proven record in customer service and experience of working with the public. You will have good communication and Information Technology skills, the ability to work well in a team and excellent attention to detail and accuracy. You will also need to be able to plan and prioritise effectively.

Our operational hours are Monday - Thursday 8 -18.30 and Friday 8 -17.00. You will need to be flexible across the working week in line with service requirements and this may include occasional weekend work and weekdays until 8pm.

Main duties of the job

• To ensure the efficient, accurate and timely recording of data
• To provide an efficient and courteous service both through telephone and face to face
• Manage follow up waiting list and make follow-up appointments for clinics
• Manage eRS (eReferral Service) to ensure patient referrals are booked and actioned in a timely manner
• Working in line with Key Performer Indicators (KPIs) meeting service delivery targets for the Trust

About us

We are ESNEFT and we provide hospital and community health services to almost one million people across east Suffolk and north Essex. Our dedicated staff deliver care from acute hospitals in Colchester and Ipswich, community hospitals, surgeries, community clinics and in patients' own homes.

We are one of the largest NHS organisations in England, employing more than 12,000 staff.

We pride ourselves on supporting our staff. We offer a wide range of training and development opportunities, as well as flexible working options.

Along with supporting you to achieve your career goals we offer a generous pension scheme, unsocial hours payments (where applicable), 27 days annual leave on commencement (pro rata) and access to a range of NHS discounts. Our Staff Health and Wellbeing programme offer a variety of services.

Our philosophy is that Time Matters to everyone. Across the Trust, we concentrate on improving the things we do and removing those which cause time delays for our staff and patients.

We are investing in our commitment to Time Matters with a partnership with leading electronic patient record (EPR) supplier Epic. This digital transformation will bring what's widely regarded as the world's best EPR system to ESNEFT, transforming life in hospital for staff and patients.

If you are passionate about patient care and want to develop your skills and knowledge, then we want to hear from you.

Find out about living and working here -

Job responsibilities

For full details of the responsibilities and duties of this role please see the attached job description.

Person Specification Qualifications

• Minimum of GCSE English and maths

Experience

• Working in an office environment
• Intermediate level IT skills and experience with strong Excel skills
• Work involving contact with members of the public
• NHS experience & knowledge of NHS target - 18 week pathways

Knowledge and Skills

• Able to demonstrate working knowledge of confidentiality issues
• Able to work accurately with attention to detail
• Knowledge of layout of Ipswich Hospital site
• Understanding of basic medical terminology

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer name

East Suffolk and North Essex NHS Foundation Trust