Administration Officer

Overview

We are looking to recruit an enthusiastic, motivated and flexible individual to work in our Community Coordination Centre. This is a central call centre co-ordinating and directing a range of information, referrals and/or queries that come into the organisation for those with physical health problems. As a member of the team you will be dealing with information from both professionals (including nurses, doctors, therapists and social care staff) and patients/relatives, therefore it is essential that you have excellent communication skills and are able to work on your own initiative. Previous experience within a health environment is desirable but not essential, while experience working in a call centre type environment would also be advantageous. Although regardless of experience training will be provided.

The team provides a service between 0800-2100hrs 7 days a week including bank holidays. Therefore, applicants must be able to undertake a range of shift patterns including late duties and weekends on a rota basis.

Responsibilities

• To provide comprehensive and high quality administration support to the Community Co-ordination Centre based at Rochford Hospital.
• This call centre environment fields calls and queries across a range of physical health services in South East Essex liaising with professionals both internally and externally to EPUT to ensure we communicate and provide our patients with the right care at the right time.
• To communicate with a wide range of professionals, relaying information both internally and externally as each case necessitates.
• To liaise with patients, families/relatives/carers in a way that provides clear information to both inform and alleviate concerns as far as possible.
• Record accurate information following each call to summarise input and allow effective communication with others who access the information at a later date.
• Ensure all information shared, whether verbal or written, remains confidential regardless of how sensitive it may appear.
• To deal appropriately with complaints/compliments and report these to the Senior Staff, observing appropriate guidance and policies in relation to it.
• To attend and produce minutes for meetings as necessary.

Knowledge

• Ensure all correspondence is appropriately and accurately presented, using Trust and departmental procedures including medical terminology where appropriate.
• Be skilled and proficient in the full range of secretarial practices including software programmes including, but not exclusively, SystmOne and ICE.
• Have a level of understanding that supports multi-disciplinary working practices with many of the teams you are liaising with.
• Be able to operate CISCO telephony systems and have a telephony based skill set.

Analytical and Judgement

• To maintain information systems associated with the team to ensure the performance of the service can be assessed.
• Collate and communicate daily Sit Rep information for both EPUT and the Collaborative as required.

Planning and Organisation

• To support the maintenance of electronic diaries, as necessary. Arranging appointments and meetings as required.
• To take responsibility for raising orders for stationery and equipment to support the team, checking stock items as identified.
• Be involved in the preparation of induction programs for new starters, welcoming them to the team and supporting them regarding the role.
• To manage and organise own time and work efficiently and adhere to deadlines to enable the smooth running of the department.
• To have a flexible approach to working patterns.
• To support with the training of new starters in the procedures of the department.

Staff Bank

Join our Staff bank. Our EPUT NHS staff bank is an entity managed by the trust that hires clinical and non-clinical healthcare professionals to take on shifts at our trust hospitals and community settings. Here at EPUT we maintain our own bank of specialist staff to ensure that we are able offer safe and effective care at all times. All our permanent staff are automatically enrolled onto the staff bank however this does not mean you have to work any additional shifts, but the option is there for you if you wish. If you are joining our Trust in a fixed term role, please indicate on your New Starter Paperwork that you wish to join our staff bank.

Benefits

• Season Ticket Loans
• NHS discounts for staff
• Excellent Training facilities and opportunities
• Buying and Selling annual leave scheme
• The opportunity to work bank shifts and expand knowledge and experience in other areas
• Salary Sacrifice schemes including lease cars and Cycle to Work
• Day One Flexible Employer

This advert closes on Friday 12 Sep 2025

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