Peripatetic Administration Assistant (Norwich)

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Peripatetic Administration Assistant (Norwich) The closing date is 17 May 2026

Are you a confident, and flexible person, with excellent engagement, customer care, and communication skills, who can work as part of a creative and motivated team? If you are, we would really like to hear from you!

We are looking for a highly motivated, enthusiastic and caring individual to join our Norwich Place Admin Team, who likes variety and is able to work flexibly, efficiently and independently to support a range of services.

This fixed term, part time Peripatetic Administration Assistant role provides essential cover for the administrative roles that support the Norwich Community Services; this will include; out-patient receptions, in-patient units as well as general and specialist administration. This role is 22.5 hours per week, working flexibly across Monday to Friday.

Main duties of the job 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 and secretarial 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 ability to work flexibly across different roles and as part of a team in a busy office environment is essential. The postholder will be required to work proactively, have good numerical skills and be able to multi-task, demonstrating self-management and prioritisation of their workload.

The base for this post is Norwich Community Hospital but the postholder may be required to travel to other sites. The successful candidate will need to hold a clean, full UK driving license, be flexible and versatile and have access to their own vehicle or be able to make alternative travel arrangements to meet the needs of the service.

About us Find out more about working for our organisation here:



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.

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 to achieve this.

Job responsibilities Main Duties & Responsibilities

1. To independently manage, undertake and prioritize a variety of administrative and clerical duties and undertake other general office duties that follow standard processes, with occasional need to deviate. To cover shift times from 08:00 to 17:00, excluding weekends and public holidays, dealing appropriately with all telephone enquiries and face to face patient contact, investigating and problem solving complex matters, using software programs to produce, maintain and distribute documents (reports, spreadsheets, databases, presentations, medical terminology), understanding various work procedures, photocopying, scanning, emailing, filing, maintaining confidential records, sorting mail and ensuring timely distribution.
2. Organise and provide cover to a range of administrative roles in the Place as required, working flexibly with the Admin Team Lead; liaise with teams, update rotas and travel to other sites when necessary.
3. Allocate work as part of the monthly staff rota, adjusting daily or weekly to account for staff availability and changing service demands.
4. Maintain schedules and diaries; organise and service meetings and clinics, resolve appointment conflicts, issue meeting invitations, formulate agendas, distribute papers, book rooms, arrange equipment, hospitality, greet visitors and take formal minutes.
5. Enter data into various databases and systems (e.g. SystmOne, Storm, PAS, NHS Procurement system, spreadsheets) within required timescales, scan urgent referrals and patient documents.
6. Perform receptionist/telephonist duties: check in patients to clinics; serve as point of contact for callers and visitors, redirect concerning callers and provide information or answer routine questions.
7. Receive and process telephone calls, including referrals which may be urgent or challenging; liaise with health professionals for correct processing; monitor caseload, process cancellations, rebook or end referrals as requested.
8. Undertake audits requested by the Admin Team Lead.
9. Communicate with patients and clients at an appropriate level, providing clear information, dealing with patients' fears, exercising tact and judgment to resolve routine enquiries, taking accurate messages and ensuring timely action.
10. Provide accurate, appropriate, and timely information about Trust services and non clinical advice to patients, relatives and carers when necessary.
11. Communicate professionally with colleagues, stakeholders and service users at all levels, ensuring clear information and timely transmission of accurate messages.
12. Handle sensitive information about difficult or complex matters, maintaining confidentiality, exercising tact and diplomacy when communicating distressing information.
13. Ensure robust and effective systems for excellent communication within the team and regularly update staff on service changes.
14. Process petty cash reimbursements and handle cash accurately and securely; maintain records, perform monthly counts and audits to reconcile accounts.
15. Audit recharges, accounting departmental spend, allocate accurately to cost codes and send quarterly reports to finance.
16. Arrange and process death certificates for patients in liaison with health professionals; handle distressing documents with empathy.
17. Build effective working relationships with Clinical Leads of supported services and administration teams.
18. Support the Admin Team Lead in service improvement and development activities.
19. Assist the Admin Team Lead in creating personalised training plans for new starters, provide induction and training to new colleagues.
20. Manage efficient use of office equipment and supplies, monitor stock levels, requisition goods via NHS procurement, research required items.
21. Handle and distribute samples and medication in accordance with Trust Protocol Guidelines, securing signatures and ensuring safe storage.
22. Report maintenance, cleaning, health and safety and other site issues following procedures; keep line manager/site manager informed of all matters.
23. Attend relevant meetings, including service meetings for supported services; meetings may be virtual or in person and may require travel.
24. Implement workplace policies, propose changes, and assist with policy development for the work area.
25. Ensure all mandatory training is completed in line with Trust policies and procedures.

Person Specification Qualifications

• GCSE or equivalent English and Maths (at Level 2 or above or equivalent)
• NVQ 3 Business Administration or equivalent experience
• ECDL, or equivalent IT qualification or experience

Experience

• Proven administration and reception experience in a busy office environment
• Proven experience of working as part of a team
• Proven ability to organise and service meetings
• Knowledge of NHS ordering systems
• Knowledge of computerised patient administration systems e.g. SystmOne and PAS
• NHS medical terminology

Skills, Abilities and Knowledge

• Comprehensive working knowledge of Microsoft Office
• Excellent organisational and communication skills
• Ability to work on own initiative and manage own workload
• Ability to work without direct supervision
• Proven ability to demonstrate systematic approach to prioritisation of work and cope under pressure to meet deadlines

Personal Attributes / Behaviours (linked to the Trust's Behaviour Framework)

• Enthusiastic and motivated
• Committed to providing the best possible service to patients
• Team Player
• Articulate, calm, polite and well motivated
• Able to work on own initiative
• Tact and diplomacy

Other

• Flexible attitude and approach to meet Patient/Service needs
• Must hold a clean, full UK driving licence and have access to a vehicle or be able to make alternative travel arrangements to meet the needs of the service
• Willingness to cover in other geographical locations

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 of England Community Health and Care NHS Trust

£25,760 to £27,476 a year pro rata per annum . click apply for full job details