About this role
Job summary
To contribute as part of the specialist services teams in particular the Diabetes Specialist Team in providing effective administration.
To agree to quality standards and in accordance with the Trust administration service requirements.
To provide knowledge and experience of a full range of administrative procedures and software functions to support the team.
To support administrative staff as and when necessary.
Main duties of the job
Provide frontline communication and administrative support by acting as the first point of contact for service users and professionals, managing calls, enquiries, correspondence and referrals, maintaining confidentiality, using discretion to assess urgency, and ensuring all follow-up actions are completed promptly and professionally.
Deliver high-quality administrative and information management functions including maintaining filing and archiving systems, using S1/TPP and ICE pathology systems, updating rotas and appointment systems, producing service materials, inputting statistical data, and using Microsoft Office and other IT tools to support accurate record-keeping and service efficiency.
Support effective service operations by liaising with colleagues across the Integrated Diabetes Service, maintaining positive working relationships, following the EPUT complaints procedure, managing workload to a high standard, and providing flexible cover during staff absence.
About us
Valuing you. Recognising your dedication. At EPUT, we look after you.
Receive supervision and support to help you fulfil your potential. Join an inclusive EPUT community and connect with others through engagement events and equality or champion networks. If you need help, we provide mental health and wellbeing services, occupational health advice and counselling. Benefits
27 days holiday, plus bank holidays, rising to 33 days after 10 years' service. Excellent pension of up to 14.5% of your pensionable pay. Staff discounts include Blue Light Card, NHS discount offers, and staff benefits. £8K relocation package if you move to Essex to join us Season ticket loans are interest-free to cover the cost of travelling to and from work via tram, rail, or bus. Work that wraps around your needs
Job share: Applications for job shares are welcomed.
Job description Job responsibilities
Act as first point of contact for service users and professionals, managing all communications efficiently, using a customerfocused approach, and handling challenging or sensitive conversations with tact.
Handle telephone calls and enquiries from patients, relatives, carers and staff, prioritising queries appropriately and ensuring followup actions are completed promptly.
Process incoming and outgoing correspondence/referrals, identifying urgent items and directing them to the appropriate person.
Maintain confidentiality at all times when handling sensitive patient information, in line with Trust policies.
Maintain positive working relationships and communicate effectively with colleagues across the service.
Follow the EPUT complaints procedure when required.
Carry out general office administration including photocopying, scanning, filing, and managing incoming/outgoing post.
Maintain effective filing and archiving systems to ensure accurate storage and retrieval of patientsensitive information.
Use S1 and TPP systems for tasks such as scanning documents, registering patients, updating records, checking tasks, running routine reports, and managing digital/virtual consultation platforms.
Use IT systems including Microsoft Word, Excel, Outlook, Internet, and have working knowledge of medical terminology.
Access laboratory results via ICE pathology systems.
Manage and update staff rotas and understand how appointment systems operate to support effective scheduling.
Liaise with all members of the Integrated Diabetes Service as required to support smooth service delivery.
Develop service materials such as leaflets and presentations using text provided by senior staff.
Input statistical data and maintain databases accurately.
Prioritise and manage workload to consistently produce highquality work and promote service quality.
Use discretion to assess urgency and importance of enquiries.
Provide flexible cover for colleagues during annual leave or sickness.
Person Specification
Knowledge Essential
Knowledge and skills of using systmOne
Desirable
Knowledge and skills in booking appointments and using reports
Experience Essential
Experience in administrative and customer-facing roles, including handling enquiries, managing busy communication channels, and providing high-quality frontline support.
Desirable
Experience working in a healthcare, NHS, or clinical environment where patient-sensitive communication and confidentiality are required.
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 Essex Partnership University NHS Foundation Trust
Address Raphael House
Old Ship Lane
Rochford
SS4 1DD
United Kingdom
Employer's website https://eput.nhs.uk/ (Opens in a new tab)