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Job summary

Main area
Administration
Grade
Band 3
Contract
Permanent
Hours
Part time - 30 hours per week (Monday - Friday)
Job ref
839-7110525-MP
Employer
Norfolk Community Health and Care NHS Trust
Employer type
NHS
Site
Swaffham Community Hospital
Town
Swaffham
Salary
£24,071 - £25,674 per annum pro rata
Salary period
Yearly
Closing
27/04/2025 23:59
Interview date
09/05/2025

Employer heading

NHS

Inpatient Administration Assistant

Band 3

NCH&C is proud to be the first standalone NHS community trust in the UK to achieve an ‘Outstanding’ rating from the Care Quality Commission (CQC). Our focus is on continually improving the quality of care we offer to local people and on improving access to that care, helping people to move seamlessly from one service to another. Praising NCH&C’s “compassionate, inclusive and effective leadership at all levels”, the CQC observed that our staff are well supported to make positive changes and innovations.

Norfolk Community Health & Care NHS Trust is committed to continuing to create a modern and inclusive work environment. As part of this commitment we actively promote flexible working opportunities where possible, to meet the needs and wishes of our workforce to maintain and improve their wellbeing. The trust offers a range of flexibility, including flexible working patterns, and we would encourage you to discuss this with the recruiting manager before or during the application process if this would interest you.

We welcome applications from people who share our values and can help us deliver outstanding care in our local community.

Job overview

To provide comprehensive and pro-active secretarial and administrative support to the Ward Manager and the inpatient medical team for Swaffham Community Hospital. Ensuring that all administrative processes and tasks are undertaken efficiently, effectively and to a high standard. 

Contributing to the smooth running of the inpatient unit in Swaffham Community Hospital but also collaborating with all inpatient units across Norwich, North and South with safe staffing levels. Working independently, using own initiative and problem-solving skills to support the inpatient medical team, ward managers and their teams.

This role requires excellent administrative, verbal, and written communication skills together with attention to detail and the ability to work both autonomously and as part of a team. 

To support the delivery of a high quality, safe and compassionate healthcare service.

Main duties of the job

To carry out and prioritise a variety of administrative and clerical duties and undertake other general office duties (prioritising and generate own workload). 

To maintain schedules and diaries, organise and service meetings, which may involve travel to and from other venues.  This will include resolving appointment conflicts, ensuring notes are ready, issuing meeting invitations, formulating agendas, distributing papers, making room bookings, arranging meeting room layout, equipment, hospitality, greeting visitors and taking formal minutes or notes at meetings.

To undertake telephonist duties, be a point of contact for internal and external callers and visitors, accepting deliveries, re-directing callers and service users, where appropriate, and providing information or answering questions on routine matters and ensuring that accurate messages are passed on in a timely manner. Answering incoming calls from nursing stations on the ward, such as the Community Access Team requiring information on bed availability, calls from staff, patients relatives, etc. 

Working for our organisation

 Are you organised? Are you good at supporting others during difficult times? If you answered yes then this could be for you! An exciting opportunity has arisen within Swaffham Community Hospital, and we are looking for an Inpatient Admin to join us.

Find out more about working for our organisation here: 

https://heyzine.com/flip-book/2565ae62eb.html

Detailed job description and main responsibilities

  • Dealing appropriately with all telephone enquiries as well as face to face patient contact, which may on occasion be upsetting.
  • Using a range of software programmes to produce, maintain and distribute documents, including reports relating to staff mandatory training, PDP compliance and absence reporting using spreadsheets, databases, and presentations.  Updating a variety of forms, charts and templates that are used by clinical staff. This may include regularly dealing with matters of a complex and/or distressing nature
  • Photocopying, scanning, emailing, distributing, filing and organising letters, reports and other documents.
  • Setting up and maintaining comprehensive, confidential records and filing systems, ensuring that all inpatient clinical staff records are kept up-to-date and filing and archiving is carried out in a timely manner. This includes keeping various trackers up to date around auditing, staff training, probation periods and supervisions

Person specification

Qualifications

Essential criteria
  • GCSE’s in English and Maths (Level 4/Grade C) or equivalent
  • NVQ Level 3 in Business Administration or equivalent experience
  • Proven IT skills

Experience

Essential criteria
  • Proven administration experience in a busy office environment
  • Proven experience of working as part of a team
Desirable criteria
  • Knowledge of NHS ordering systems
  • Knowledge of SystmOne
  • Knowledge of NHS

Skills, Abilities and Knowledge

Essential criteria
  • Comprehensive working knowledge of Microsoft Office, especially Word, Excel and Outlook
  • Typing skills
  • Good organisational and communication 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
  • Effective communication and listening skills
Desirable criteria
  • Planning skills
  • Customer care skills

Communication

Essential criteria
  • Able to communicate of written and verbal English language

Personal and People Development

Essential criteria
  • Enthusiastic and motivated
  • Committed to providing the best possible service to patients showing care and compassion
  • Tact and diplomacy
  • Team Player

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

Essential criteria
  • Able to identify with the Trust’s commitment to safeguarding and promoting the welfare of children and young people/vulnerable adults

Other

Essential criteria
  • Flexible attitude and approach to work to meet the needs of the service
  • Able to make own transport arrangement to meet the needs of the service (access to own vehicle and clean, full UK driving licence)
  • Willingness to support in the required geographical locations

Employer certification / accreditation badges

Carers Friendly Tick award EmployersSunflower Hidden DisabilitiesApprenticeships logoNo smoking policyPositive about disabled peopleAge positiveDisability confident leaderMindful employer.  Being positive about mental health.Care quality commission - OutstandingStep into healthArmed Forces Covenant Bronze AwardArmed Forces Covenant

Documents to download

Apply online now

Further details / informal visits contact

Name
Julie Friend
Job title
Admin Team Lead
Email address
[email protected]
Telephone number
07833130826
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