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 You will provide an efficient, confidential administrative service to the Senior Leadership Team and Community Nursing & Therapy Teams within Norwich Place, based at Norwich Community Hospital. Main duties of the job You will work closely with the Senior Leadership Team and the clinical teams, as well as admin colleagues. This is a varied role and duties may include arranging meetings and taking minutes, supporting with HR letters and documents, supporting with admin for recruitment, and supporting with our stock management process. You will need to have previous administration and secretarial experience, as part of a team and within a busy office environment. Applicants must have excellent organisation, communication and customer care skills and be able to work proactively using own initiative, demonstrating self-management and prioritisation of their workload. 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. Date posted 08 April 2025 Pay scheme Agenda for change Band Band 3 Salary £24,625 to £25,674 a year per annum Contract Permanent Working pattern Full-time Reference number 839-7132848-MP Job locations Norwich Community Hospital Bowthorpe Road Norwich NR2 3TU Job description Job responsibilities 1 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 and audio-typing to produce, maintain and distribute documents, including reports, spreadsheets, databases and presentations. This 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, 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. Opening, sorting and distributing incoming mail, relating it to previous correspondence as appropriate and ensuring that outgoing post is sent in a timely manner. Researching appropriate websites to gather information around equipment used for the service. This includes downloading and circulating documents, as requested. Where required, work as a team with a group of staff on a daily basis, supporting the nursing stock volunteer with training, communicating changes and providing updates on procedures and best practice. Identify and report areas within working processes and procedures that could improve service delivery. When covering reception, to undertake receptionist/telephonist duties, dealing appropriately with all telephone enquiries as well as face to face patient contact, which may on occasion be upsetting. Assist Managers in the HR and recruitment process for new starters and prepare relevant paperwork for Managers to authorise changes to current staffs circumstances. This can include advertising vacancies on the NHS recruitment system, TRAC, supporting with the scheduling and set up of interviews, including sending out interview invites on behalf of managers, and meeting candidates prior to interview. 2 To maintain schedules and diaries, organise and service meetings and clinics, 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 at meetings. 3 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. 4 To communicate with patients and clients 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. 5 Supporting with formatting of confidential Duty of Candour letters to be sent out to patients, checking the letters for grammatical or spelling mistakes, ensuring the letter has been checked and approved by relevant Quality colleagues, inputting letter data onto relevant trackers and uploading copies of the letters to Datix for reporting purposes. 6 To contribute to the smooth running of the Norwich Place shared inbox, categorising emails as appropriate and ensuring that enquiries are dealt with in a timely manner. 7 To support with the efficient, secure and safe running of the NCH stock rooms by devising relevant operational procedures and ensuring they are in place, maintaining up to date records of all stock products in and out of the area, including carrying out stock counts, reporting any discrepancies or issues to the Personal Assistant / Supervisor and Admin Team Lead. 8 To support the Norwich Place centralised stock management process which can include: Ordering and receipting all consumable stock Carrying out a stock take of all goods Receiving and checking goods and reporting any discrepancies or other issues within procedural deadlines Putting stock away in the stores room, maintaining stock levels with daily top-ups at NCH Arranging onward distribution to relevant departments or sites if required Maintaining up to date information recorded on stock spreadsheets including base lines and previous orders Liaise with suppliers to resolve any issues or queries 9 To be responsible for the efficient use of office equipment and supplies, monitoring and maintaining stock levels, requisitioning and receipting goods and services on the NHS procurement system, Powergate, and carrying out research into goods and services as directed. This can include carrying out weekly checks to ensure equipment is working correctly for Community Nursing and Therapy teams, reviewing annual clinical engineering dates to ensure compliance, assessing the contents of doppler kits and ordering any equipment required for kits, reviewing and recording fridge temperatures to ensure drugs are stored safely and as required. 10 Inputting onto various databases and systems, e.g. SystmOne, Healthroster, TRAC, Cloudbooking Powergate and designated spreadsheets, within the required timescales and deadlines. This may include scanning referrals, which may be urgent, and liaising with health professionals to correctly process the referrals 11 Updating HealthRoster system to support Senior Leaders and Clinical Operations Managers with staffing information, such as adding or adjusting shift patterns, adding staff sickness, adding excess hours and adding or cancelling annual leave requests from staff as directed by the relevant Service Lead/Manager. 12 Assisting Senior Leaders with typing and formatting of confidential letters to staff, which can relate to staff sickness or performance, as well as typing meeting outcome letters and transcribing for investigations. 13 Administratively supporting Senior Leaders with formal investigations, such as correspondence, attending meetings to take formal notes, using Dictaphones or other equipment to record meetings and produce dictations. This can involve hearing or typing matters of a complex and/or distressing nature. 14 Be point of contact for Community Nursing and Therapy staff to provide information on Trusts processes, i.e. HR, Mileage claims and answer general queries to assist staff, especially new starters. 15 In the absence of the Personal Assistant, support with relevant duties commensurate with banding, such as supporting Senior Leaders with diary and inbox management on a temporary basis, as and when required. 16 Produce weekend and bank holiday staffing rotas and distributing to relevant staff, collecting data from HealthRoster to allocate necessary staff as a point of contact for each team, and distributing the rota within a timely manner. 17 Supporting managers with staff mandatory training and PDP compliance, breaking down reports to collate information on staff who may be non-compliant, distributing data to relevant managers and where necessary, supporting with allocating time to senior managers to complete relevant training or participate in relevant meetings. This includes supporting managers with the scheduling of monthly supervisions, understanding staff rotas and managers diaries in order to effectively plan meetings at mutually convenient times. 18 To report maintenance, cleaning, health and safety and other site issues in line with current procedures keeping the line manager/site manager informed at all times. 19 To implement policies for own work area and propose changes, as necessary and demonstrating required duties to new starters. 20 To receive controlled items including (but not exclusively), prescription pads and drugs, in accordance with Trust Protocol Guidelines, ensuring secure storage and distribution to the relevant disciplines 21 Provide cover in other departments, including Reception, during periods of absence, as directed by the Supervisor or Admin Team Leader. This may require travelling to other sites. 22 It is the post holders responsibility to ensure that they have undertaken all mandatory training, in line with Trust policies and procedures.23 To attend relevant meetings, when required. These may be virtual or in person. This may require travelling to other sites Job description Job responsibilities 1 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 and audio-typing to produce, maintain and distribute documents, including reports, spreadsheets, databases and presentations. This 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, 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. Opening, sorting and distributing incoming mail, relating it to previous correspondence as appropriate and ensuring that outgoing post is sent in a timely manner. Researching appropriate websites to gather information around equipment used for the service. This includes downloading and circulating documents, as requested. Where required, work as a team with a group of staff on a daily basis, supporting the nursing stock volunteer with training, communicating changes and providing updates on procedures and best practice. Identify and report areas within working processes and procedures that could improve service delivery. When covering reception, to undertake receptionist/telephonist duties, dealing appropriately with all telephone enquiries as well as face to face patient contact, which may on occasion be upsetting. Assist Managers in the HR and recruitment process for new starters and prepare relevant paperwork for Managers to authorise changes to current staffs circumstances. This can include advertising vacancies on the NHS recruitment system, TRAC, supporting with the scheduling and set up of interviews, including sending out interview invites on behalf of managers, and meeting candidates prior to interview. 2 To maintain schedules and diaries, organise and service meetings and clinics, 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 at meetings. 3 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. 4 To communicate with patients and clients 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. 5 Supporting with formatting of confidential Duty of Candour letters to be sent out to patients, checking the letters for grammatical or spelling mistakes, ensuring the letter has been checked and approved by relevant Quality colleagues, inputting letter data onto relevant trackers and uploading copies of the letters to Datix for reporting purposes. 6 To contribute to the smooth running of the Norwich Place shared inbox, categorising emails as appropriate and ensuring that enquiries are dealt with in a timely manner. 7 To support with the efficient, secure and safe running of the NCH stock rooms by devising relevant operational procedures and ensuring they are in place, maintaining up to date records of all stock products in and out of the area, including carrying out stock counts, reporting any discrepancies or issues to the Personal Assistant / Supervisor and Admin Team Lead. 8 To support the Norwich Place centralised stock management process which can include: Ordering and receipting all consumable stock Carrying out a stock take of all goods Receiving and checking goods and reporting any discrepancies or other issues within procedural deadlines Putting stock away in the stores room, maintaining stock levels with daily top-ups at NCH Arranging onward distribution to relevant departments or sites if required Maintaining up to date information recorded on stock spreadsheets including base lines and previous orders Liaise with suppliers to resolve any issues or queries 9 To be responsible for the efficient use of office equipment and supplies, monitoring and maintaining stock levels, requisitioning and receipting goods and services on the NHS procurement system, Powergate, and carrying out research into goods and services as directed. This can include carrying out weekly checks to ensure equipment is working correctly for Community Nursing and Therapy teams, reviewing annual clinical engineering dates to ensure compliance, assessing the contents of doppler kits and ordering any equipment required for kits, reviewing and recording fridge temperatures to ensure drugs are stored safely and as required. 10 Inputting onto various databases and systems, e.g. SystmOne, Healthroster, TRAC, Cloudbooking Powergate and designated spreadsheets, within the required timescales and deadlines. This may include scanning referrals, which may be urgent, and liaising with health professionals to correctly process the referrals 11 Updating HealthRoster system to support Senior Leaders and Clinical Operations Managers with staffing information, such as adding or adjusting shift patterns, adding staff sickness, adding excess hours and adding or cancelling annual leave requests from staff as directed by the relevant Service Lead/Manager. 12 Assisting Senior Leaders with typing and formatting of confidential letters to staff, which can relate to staff sickness or performance, as well as typing meeting outcome letters and transcribing for investigations. 13 Administratively supporting Senior Leaders with formal investigations, such as correspondence, attending meetings to take formal notes, using Dictaphones or other equipment to record meetings and produce dictations. This can involve hearing or typing matters of a complex and/or distressing nature. 14 Be point of contact for Community Nursing and Therapy staff to provide information on Trusts processes, i.e. HR, Mileage claims and answer general queries to assist staff, especially new starters. 15 In the absence of the Personal Assistant, support with relevant duties commensurate with banding, such as supporting Senior Leaders with diary and inbox management on a temporary basis, as and when required. 16 Produce weekend and bank holiday staffing rotas and distributing to relevant staff, collecting data from HealthRoster to allocate necessary staff as a point of contact for each team, and distributing the rota within a timely manner. 17 Supporting managers with staff mandatory training and PDP compliance, breaking down reports to collate information on staff who may be non-compliant, distributing data to relevant managers and where necessary, supporting with allocating time to senior managers to complete relevant training or participate in relevant meetings. This includes supporting managers with the scheduling of monthly supervisions, understanding staff rotas and managers diaries in order to effectively plan meetings at mutually convenient times. 18 To report maintenance, cleaning, health and safety and other site issues in line with current procedures keeping the line manager/site manager informed at all times. 19 To implement policies for own work area and propose changes, as necessary and demonstrating required duties to new starters. 20 To receive controlled items including (but not exclusively), prescription pads and drugs, in accordance with Trust Protocol Guidelines, ensuring secure storage and distribution to the relevant disciplines 21 Provide cover in other departments, including Reception, during periods of absence, as directed by the Supervisor or Admin Team Leader. This may require travelling to other sites. 22 It is the post holders responsibility to ensure that they have undertaken all mandatory training, in line with Trust policies and procedures.23 To attend relevant meetings, when required. These may be virtual or in person. This may require travelling to other sites Person Specification Qualifications Essential Numerate and literate, with Maths and English GCSE (Grade C or above), or equivalent NVQ Level 3 in Business Administration, or equivalent experience Proven IT skills Desirable ECDL, or equivalent IT qualification RSA II, or equivalent typing qualification 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 Knowledge of NHS Skills, Abilities and Knowledge Essential Comprehensive working knowledge of Microsoft Office, especially Word, Excel and Outlook Advanced 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, in both written and verbal formats Desirable Enhanced IT skills Planning skills Customer care skills Supervisory skills Personal Attributes/Behaviours Essential Enthusiastic and motivated Committed to providing the best possible service to patients Tact and diplomacy Team player Other Essential Flexible attitude and approach to work to meet the needs of the service Able to make own transport arrangements to meet the needs of the service Willingness to cover in other geographical locations Communication Essential Effective communication and listening skills, in both written and verbal formats Person Specification Qualifications Essential Numerate and literate, with Maths and English GCSE (Grade C or above), or equivalent NVQ Level 3 in Business Administration, or equivalent experience Proven IT skills Desirable ECDL, or equivalent IT qualification RSA II, or equivalent typing qualification 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 Knowledge of NHS Skills, Abilities and Knowledge Essential Comprehensive working knowledge of Microsoft Office, especially Word, Excel and Outlook Advanced 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, in both written and verbal formats Desirable Enhanced IT skills Planning skills Customer care skills Supervisory skills Personal Attributes/Behaviours Essential Enthusiastic and motivated Committed to providing the best possible service to patients Tact and diplomacy Team player Other Essential Flexible attitude and approach to work to meet the needs of the service Able to make own transport arrangements to meet the needs of the service Willingness to cover in other geographical locations Communication Essential Effective communication and listening skills, in both written and verbal formats 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 Norfolk Community Health and Care NHS Trust Address Norwich Community Hospital Bowthorpe Road Norwich NR2 3TU Employer's website https://www.norfolkcommunityhealthandcare.nhs.uk (Opens in a new tab)