Administration Assistant - Home First Hub
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East of England Community Health and Care NHS Trust Administration Assistant - Home First Hub
The closing date is 20 September 2026
Job summary
Are you a tenacious, confident, and flexible person, with excellent organisational, engagement, and communication skills, who can work autonomously and as part of a creative and motivated team? If you are, we would really like to hear from you!
This post is based at St James Clinic in Kings Lynn, it is part time working on Monday and Tuesday (0900 - 1700, a total 15 hours per week). The post holder will work closely with the Community Response Team in the West Locality assisting with all aspects of general administration tasks.
Main duties of the job
The Community Response Team provides support for the Discharge to assess pathways 1, 2, 3 from the acute hospitals. The service also takes referrals from the community for admission avoidance. The post holder will be responsible for the administration of referrals into the Community response team using a variety of systems such as Microsoft TEAMs and SystmOne.
The role also involves collaborating with the whole of the Community Response Team which consists of Nurses, Therapists and Social Workers, all of which are working in an integrated team to provide acute discharge and admission avoidance solutions.
About us
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 in the country to be awarded the title.
- Good benefits package including a minimum 27 days annual leave, plus Bank Holidays, increasing after 5 years and 10 years to a maximum of 33 days
- Opportunity to join the NHS pension scheme.
- Wellbeing support (gyms, free eyesight test, cycle to work scheme, wellbeing resources)
- Supportive positive culture that is Well-Led with regular supervision
- Comprehensive in house and external training programmes available
- NHS discounts and many more
Please note that applications are accepted by completion of our on-line application form. We cannot accept CV's.
Details
Date posted
08 September 2026
Pay scheme
Agenda for change
Band
Band 3
Salary
£25,760 to £27,476 a year pro rata per annum
Contract
Permanent
Working pattern
Part-time
Reference number
839-8137568-RB-A
Job locations
St James Clinic
Extons Road
Kings Lynn
PE30 5NU
United Kingdom
Job description
Job responsibilities
To carry out and prioritise a variety of administrative and clerical duties and undertake other general office duties (prioritising and generate own workload), which will include:
Using a range of software programmes to produce, maintain and distribute documents, including reports, spreadsheets, databases and presentations, which may include regularly dealing with matters of a complex and/or distressing nature.
Understanding of a range of work procedures and practices, some of which are non-routine, which require a base level of theoretical knowledge. This is normally acquired through formal training or equivalent experience.
Photocopying, scanning, emailing, faxing, distributing, filing and organising letters, reports and other documents.
Setting up and maintaining comprehensive, confidential records and filing systems, ensuring that all records are kept up-to-date, and filing is carried out in a timely manner
Identify and report areas within working processes and procedures that could improve service delivery
To organise and service meetings, which may involve travel to and from other venues. This will include resolving appointment conflicts, issuing meeting invitations, formulating agendas, distributing papers, making room bookings, arranging meeting room layout, equipment, hospitality, greeting visitors and taking formal minutes or notes of meetings.
To undertake receptionist/telephonist duties, receiving and processing telephone calls, including referrals, which may be urgent, liaising with health professionals to correctly process referrals.
To communicate with patients at an appropriate level providing clear information and guidance and dealing with patients fears and lack of understanding, exercising tact and judgement in dealing with and resolving routine enquiries, taking accurate messages and ensuring these are passed to the relevant person in a timely manner.
To be responsible for the clinical staff sickness line and to process all absence related documentation including sick certificates and updating HealthRoster (in the absence of the Community Operational Manager)
To communicate team of changes in staffing levels including sickness and annual leave and to update the office white board weekly to reflect the staffing level.
To request and process bank cover for staff shortages.
Receive urgent and non-urgent D2A referrals via phone calls or SystmOne.
To provide administration support to the clinical leads including scheduling supervision and training
To provide training and support to colleagues including new starters, temporary staff and apprentices when required as directed by the PA/Supervisor and/or the Admin Team Leader
To be committed to working within a changing environment, embracing new demands and changes. To be an active team member recognising potential
Job description
Job responsibilities
To carry out and prioritise a variety of administrative and clerical duties and undertake other general office duties (prioritising and generate own workload), which will include:
Using a range of software programmes to produce, maintain and distribute documents, including reports, spreadsheets, databases and presentations, which may include regularly dealing with matters of a complex and/or distressing nature.
Understanding of a range of work procedures and practices, some of which are non-routine, which require a base level of theoretical knowledge. This is normally acquired through formal training or equivalent experience.
Photocopying, scanning, emailing, faxing, distributing, filing and organising letters, reports and other documents.
Setting up and maintaining comprehensive, confidential records and filing systems, ensuring that all records are kept up-to-date, and filing is carried out in a timely manner
Identify and report areas within working processes and procedures that could improve service delivery
To organise and service meetings, which may involve travel to and from other venues. This will include resolving appointment conflicts, issuing meeting invitations, formulating agendas, distributing papers, making room bookings, arranging meeting room layout, equipment, hospitality, greeting visitors and taking formal minutes or notes of meetings.
To undertake receptionist/telephonist duties, receiving and processing telephone calls, including referrals, which may be urgent, liaising with health professionals to correctly process referrals.
To communicate with patients at an appropriate level providing clear information and guidance and dealing with patients fears and lack of understanding, exercising tact and judgement in dealing with and resolving routine enquiries, taking accurate messages and ensuring these are passed to the relevant person in a timely manner.
To be responsible for the clinical staff sickness line and to process all absence related documentation including sick certificates and updating HealthRoster (in the absence of the Community Operational Manager)
To communicate team of changes in staffing levels including sickness and annual leave and to update the office white board weekly to reflect the staffing level.
To request and process bank cover for staff shortages.
Receive urgent and non-urgent D2A referrals via phone calls or SystmOne.
To provide administration support to the clinical leads including scheduling supervision and training
To provide training and support to colleagues including new starters, temporary staff and apprentices when required as directed by the PA/Supervisor and/or the Admin Team Leader
To be committed to working within a changing environment, embracing new demands and changes. To be an active team member recognising potential
Person Specification
Qualifications
Essential
- NVQ Level 3 in Business Administration, or equivalent experience
- GCSE Level 4/ Grade C or above in English and Maths, or equivalent
Experience
Essential
- Proven administration experience in a busy office environment
- Proven experience of working as part of a team
- Proven ability to organise and service meetings
Desirable
- Knowledge of NHS ordering systems
- Knowledge of SystmOne. PAS etc.
- Knowledge of NHS invoicing systems
Skills, Abilities and Knowledge
Essential
- Comprehensive working knowledge of Microsoft Office, especially Word, Excel and Outlook
- Good organisational skills
- Proven ability to work on own initiative, without direct supervision, prioritising and managing own workload
- Articulate, calm, polite and well-motivated with a positive attitude to customer care
- Good keyboard and IT skills
Desirable
- Enhanced IT skills
- Planning skills
- Customer care skills
- Supervisory skills
Personal Attributes/Behaviours
Essential
- Able to identify with the Trust's commitment to safeguarding and promoting the welfare of children and young people/vulnerable adults.
Other
Essential
- Flexible attitude and approach to work
- Able to make own transport arrangements to meet the needs of the service
Communication
Essential
- Able to communicate effectively in written and verbal English language
Qualifications
Essential
- NVQ Level 3 in Business Administration, or equivalent experience
- GCSE Level 4/ Grade C or above in English and Maths, or equivalent
Experience
Essential
- Proven administration experience in a busy office environment
- Proven experience of working as part of a team
- Proven ability to organise and service meetings
Desirable
- Knowledge of NHS ordering systems
- Knowledge of SystmOne. PAS etc.
- Knowledge of NHS invoicing systems
Skills, Abilities and Knowledge
Essential
- Comprehensive working knowledge of Microsoft Office, especially Word, Excel and Outlook
- Good organisational skills
- Proven ability to work on own initiative, without direct supervision, prioritising and managing own workload
- Articulate, calm, polite and well-motivated with a positive attitude to customer care
- Good keyboard and IT skills
Desirable
- Enhanced IT skills
- Planning skills
- Customer care skills
- Supervisory skills
Personal Attributes/Behaviours
Essential
- Able to identify with the Trust's commitment to safeguarding and promoting the welfare of children and young people/vulnerable adults.
Other
Essential
- Flexible attitude and approach to work
- Able to make own transport arrangements to meet the needs of the service
Communication
Essential
- Able to communicate effectively in written and verbal English language
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 details
Employer name
East of England Community Health and Care NHS Trust
Address
St James Clinic
Extons Road
Kings Lynn
PE30 5NU
United Kingdom
Employer's website
https://www.eastofenglandcommunityhealthandcare.nhs.uk/ (Opens in a new tab)
Employer details
Employer name
East of England Community Health and Care NHS Trust
Address
St James Clinic
Extons Road
Kings Lynn
PE30 5NU
United Kingdom
Employer's website
https://www.eastofenglandcommunityhealthandcare.nhs.uk/ (Opens in a new tab)
Employer contact details
For questions about the job, contact:
Admin Service Manager
Julie Friend
07833130826
Details
Date posted
08 September 2026
Pay scheme
Agenda for change
Band
Band 3
Salary
£25,760 to £27,476 a year pro rata per annum
Contract
Permanent
Working pattern
Part-time
Reference number
839-8137568-RB-A
Job locations
St James Clinic
Extons Road
Kings Lynn
PE30 5NU
United Kingdom
Supporting documents
Supporting links (all open in new tabs)
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East of England Community Health and Care NHS Trust's privacy notice (opens in a new tab)
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