MHST Administrative Assistant

East of England Community Health and Care NHS Trust (Cambridge) MHST Administrative Assistant The closing date is 02 June 2026

Do you want to be part of an exciting, dynamic and expanding children's mental health service, in an "Outstanding" rated NHS Trust?

We are offering a great opportunity for an experienced Administrator to be aligned to our Norfolk Mental Health in Schools Teams (MHST), also providing potential short notice cover to other areas within the trust and as required based on business need.

This is a full time post, and could potentially be based at alternative locations across Norfolk - Whiting House in Norwich is the most central location, we also have admin colleagues based in Dereham and North Walsham. The role can be a blend of office based and remote working, with an expectation for the candidate to travel to attend team meetings and complete ad hoc duties.

There can be some flexibility with working hours. For remote working, all necessary IT equipment will be provided to support this. This role is Monday to Friday - with no Bank Holiday or weekend working.

The ideal candidate will be flexible and willing to offer suggested improvements and new ideas to support the administrative processes within the service.

If you feel you have the skills and experience for this post we would love to hear from you!

Main duties of the job The role will include working alongside our growing administration team to develop new systems and processes and be involved in developing new ways of providing information and support for children and young people. This is an exciting opportunity to be a part of a growing, innovative service.

The Service continues to grow with team members working across Cambridgeshire, Peterborough and Norfolk, therefore, excellent communication skills and the ability to understand and work with other people is vital.

This Mental Health Team Administrator role will mainly provide administrative support across the whole service within MHST and will work closely with the Administration team to share joint team tasks. This will require you to be comfortable carrying out a range of duties, some which may be at short notice.

This is a roll out of the work to improve access to mental health care for young people set out in the NHS Long Term Plan. You will join a supportive service with a ready support system available.

Should we receive a high number of applications we reserve the right to close this vacancy at any point after the 25th May 2026.

About us Rated "Outstanding" by the Care Quality Commission, we are proud to provide high quality innovative services across most of the east of England that enable people to receive care closer to home and live healthier lives.

There is one reason why our services are outstanding - and that is our amazing staff who, for the seventh year running, rated us incredibly highly in the national staff survey.

If you share our passion for innovative and high quality care delivery, then please submit your application and join us on our exciting journey as a leading edge specialist community provider. All are welcome to apply and our promise to you is a culture which prioritises staff engagement and development.

CCS merges with Norfolk Community Health and Care NHS Trust from 1st April 2026, we welcome your application to work within this large community trust where we put the patients and our colleagues first. We are now known as East of England Community Trust.

Job responsibilities Main Duties and Responsibilities

• Support and manage the patient referral process for the county wide MHST team.
• Use electronic patient management system (SystmOne) to register, process, check, update and discharge patients.
• Type appointment letters and send clinical letters and discharge letters.
• Implement processes and practices to ensure best practice within the new team.
• Provide administrative support to the leadership team by providing diary management, arranging meetings, assisting with preparation of presentations and training materials, sending communications to colleagues within the service and locality, filing, photocopying and other general administrative duties.
• Administer meetings - including preparing agendas and papers and taking actions, notes or minutes.
• Assist with HR administration for the leadership team by maintaining records of annual leave, monitoring mandatory training compliance.
• Have a full comprehensive knowledge of all electronic systems, including ESR, ESR Manager Self Service, Health Roster, Loop, Datix, Oracle, Electronic Pfiles. This list is not exhaustive.
• Book contacts in line with performance timescales.
• Answer telephone calls and respond appropriately.
• Administer S1 units - scanning documents onto S1 records, monitoring tasks, setting up rotas, electronically attaching documents to service user records etc.
• Monitor and order stock and other items as required.
• Take calls from clinicians at the end of the day in line with the lone working policy.
• Complete other routine administration tasks as requested such as scanning, photocopying, coordinating the calibration of scales and other equipment, etc.
• Upload FFT data to IQVIA.
• Book venues for meetings and service delivery when required.
• Support the Single Point of Access and other services where required.
• Travel on a daily basis across Norfolk - both rural and urban. Must hold a full and current driving licence and have access to personal transport or be able to meet travel requirements through other reasonable methods.
• Communicate positively with service users and their families, ensuring all communications are appropriately directed.
• Maintain positive relationships and communicate with colleagues within teams.
• Handle sensitive information such as staff personnel files in a confidential manner.
• Contribute to CCS/NCHC internal communication strategies ensuring effective two way communication and engagement within the organisation.
• Ensure CCS/NCHC responsibilities to engage and consult with patients and the public are met in line with statutory requirements.
• Orders stationery and maintains stock control.
• Order and control stock of Healthy Start vitamins and other health related items.
• Act as authorised requisitioner on Oracle, responsible for ordering and receipt of goods for the locality, understanding responsibility around budget management.
• Assist leadership teams with HR administration - maintain records of annual leave, monitor mandatory training compliance, record sickness absence.
• Support and induct new administration staff into the service.
• Maintain own professional development and take part in appraisal and KSF process.
• Act as super user for S1 and for administrative processes and provide informal training to clinical staff.
• Demonstrate own work practices to new administrative staff.
• Observe and maintain strict confidentiality in line with Data Protection Act and Trust Information Governance.
• Adhere to Trust risk assessment, risk management processes and infection control policies and procedures.
• Undertake mandatory training and other relevant training as required by CCS/NCHC.
• Participate in clinical and safeguarding audits as required.
• Participate in relevant emergency preparedness processes for the team.

People Management Assisting leadership teams with HR administration, e.g. maintaining records of annual leave, monitoring mandatory training compliance and recording sickness absence. Supporting and inducting new administration staff into the service.

Clinical and Practice Governance Observe and maintain strict confidentiality with regards to any patient/family/staff/records and information in line with the requirements of the Data Protection Act. Undertake mandatory training and any other training relevant to the role as required by CCS/NCHC.

General Safeguarding people responsibility. Safeguarding children and adults at risk of abuse or neglect is a collective responsibility. All staff develop and maintain role relevant safeguarding people competencies and comply with local safeguarding partnerships practice.

Person Specification Qualifications & Training

• GCSE English and Maths Grade C and above or equivalent qualification
• NVQ level 3 or equivalent experience
• NVQ level 3 in Customer Service or Business Administration

Experience

• Experience within an administrative role
• Experience of using Microsoft Office programmes such as Word, Outlook and Excel
• Experience of working within children's services or in an NHS environment
• Experience of working in a customer service environment
• Experience of using SystmOne

Skills

• Excellent communication and interpersonal skills
• Effectively prioritise and coordinate own work and the work of others
• Wide knowledge of office procedures
• Excellent keyboard skills
• Ability to use Microsoft Office packages such as Word, Outlook, Excel and PowerPoint
• Knowledge of digital media
• Work flexibly as part of a team
• Ability to use initiative without close supervision
• Minute taking
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