Peripatetic & Therapy Administration Assistant

Peripatetic & Therapy Administration Assistant

The closing date is 17 May 2026.

Are you a confident, flexible person, with excellent engagement, customer care, and communication skills, who can work as part of a creative and motivated team? If you are, we would really like to hear from you. We are looking for a highly motivated, enthusiastic and caring individual to join our North Place Admin Team, who likes variety and is able to work flexibly, efficiently and independently to support a range of services.

This Peripatetic / Therapy Administration Assistant hybrid role provides essential cover for the administrative roles that support North Community Services; this will include out patient receptions, in patient units across Monday, Tuesday & Wednesday as well as supporting the Therapy team with administrative duties on Thursday & Friday.

Main duties of the job

Applicants must possess excellent communication and administration skills, with strong knowledge of all Microsoft Applications. Candidates must be able to work as part of a team and independently, using their initiative and working to deadlines with attention to detail and accuracy.

The postholder will need to have previous administration and secretarial experience, including a range of administrative duties and excellent customer care skills.

Applicants should have a solid background working in a busy office environment, preferably with NHS experience. Knowledge of SystmOne would be an advantage, but training can be provided.

Ability to work flexibly across different roles and as part of a team in a busy office environment is essential. The postholder will be required to work proactively, have good numerical skills and be able to multi task, demonstrating self management and prioritisation of their workload.

The base for this post is North Walsham Hospital but the postholder may be required to travel to other sites. The successful candidate will need to hold a clean, full UK driving licence, be flexible and versatile and have access to their own vehicle or be able to make alternative travel arrangements.

Job responsibilities

• Manage, undertake and prioritise a variety of administrative and clerical duties, following standard processes and sometimes deviating as needed.
• Cover shift times from 08:00 to 16:30 hours, excluding weekends and public holidays.
• Deal with telephone enquiries and face to face patient contact, including investigation, problem solving and handling complex matters.
• Use software programmes to produce, maintain and distribute documents, reports, spreadsheets, databases and presentations, including medical terminology.
• Maintain comprehensive confidential records and filing systems, ensuring timely updates.
• Sort and distribute incoming and outgoing mail, ensuring timely post.
• Research websites, download and circulate documents.
• Anticipate and resolve problems or issues, exercising independent judgment.
• Create therapy triage rota using Excel, analyse ledgers, consider working patterns, leave etc., and collaborate with staff daily.
• Organise and provide cover to a range of administrative roles in North Place as required, liaising with the Admin Service Manager.
• Allocate work to staff for the monthly rota, adjusting daily or weekly as needed.
• Maintain schedules and diaries, organise meetings and clinics, resolve appointment conflicts, send invitations, produce agendas, and record minutes.
• Input data into SystmOne, PAS, HealthRoster, EP2P Oracle and spreadsheets, meeting time limits and deadlines.
• Perform receptionist/telephonist duties, including checking in patients, handling calls and visitors, providing information and passing accurate messages.
• Monitor caseload, process cancellations, rebook or close referrals as requested.
• Communicate with patients and clients, providing clear information, addressing fears and misunderstandings, and ensuring accurate messages are forwarded.
• Use SystmOne templates to type clinical letters, Duty of Candour letters, therapy appointment letters and send physiotherapy exercises, checking for errors.
• Provide staff information on Trust processes, answer queries and assist new starters.
• Manage the North Community Admin shared inbox, categorise emails and respond in a timely manner.
• Provide accurate, appropriate and timely information about Trust services to patients, relatives and carers.
• Communicate professionally with colleagues, stakeholders and service users, taking accurate messages and ensuring timely action.
• Handle contentious or sensitive information, respecting confidentiality and using tact and diplomacy.
• Process petty cash reimbursements, manage monies securely, conduct monthly audit and reconciliation.
• Co ordinate death certificate processing with health professionals, handling material with empathy.
• Build working relationships with Clinical Leads and support the Administration Teams.
• Assist the Admin Service Manager with service improvement and development activities.
• Support induction and training of new starters, creating training plans.
• Manage office equipment and supplies, maintain stock levels, requisition goods and services via NHS procurement system.
• Handle samples and medication following Trust Protocol Guidelines.
• Report maintenance, cleaning, health and safety and site issues, keeping line manager informed.
• Implement and propose policies for own work area and assist policy development.
• Ensure all mandatory training is completed in line with Trust policies.

Person Specification

• GCSE or equivalent English and Maths (Level 2 or above).
• NVQ Level 3 Business Administration or equivalent experience.
• ECDL or equivalent IT qualification or equivalent experience.

Experience

• Proven administration and reception experience in a busy office environment.
• Proven experience of working as part of a team.
• Proven ability to organise and service meetings.
• Knowledge of NHS ordering systems.
• Knowledge of computerised patient administration systems such as SystmOne and PAS.
• Knowledge of NHS processes.

Skills, Abilities and Knowledge

• Comprehensive knowledge of Microsoft Office, especially Word, Excel and Outlook.
• Excellent organisational and communication skills, written and verbal.
• Ability to work on own initiative and manage own workload.
• Ability to work without direct supervision.
• Ability to demonstrate systematic prioritisation and cope under pressure to meet deadlines.
• Customer care skills.

Personal Attributes / Behaviours

• Enthusiastic and motivated.
• Committed to providing the best possible service to patients.
• Team player.
• Articulate, calm, polite and well motivated.
• Able to work on own initiative.
• Tact and diplomacy.
• Empathy.

Other

• Flexible attitude and approach to meet patient/service needs.
• Must hold a clean, full UK driving licence and have access to a vehicle or be able to make alternative travel arrangements.
• Willingness to cover in other geographical locations.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and requires submission for Disclosure to the Disclosure and Barring Service (formerly CRB) to check for any previous criminal convictions.

Employer name

East of England Community Health and Care NHS Trust