(**) Administrative Assistant/Receptionist

Job description

Mid and South Essex NHS Foundation Trust is the only acute hospital provider in the Mid and South Essex Integrated Care System (ICS), which is a system of health and care partners working together for our local population.

Within Mid and South Essex there are 149 GP practices, operating from over 200 sites, forming 27 Primary Care Networks and one Ambulance Trust. There are also three main community and mental health service providers who work together through a community collaborative.

We collaborate with other valuable partners, including three Healthwatch organisations, nine voluntary and community sector organisations and three top tier local authorities, with seven district, borough and city councils, as well as our local universities.

Job overview

Administrative Assistant / Receptionist - Occupational Health

Join Mid and South Essex NHS Foundation Trust and play a key role in delivering high-quality Occupational Health services to a diverse workforce and client base.

As part of a supportive multidisciplinary team, you will provide a professional and welcoming front-of-house reception service alongside comprehensive administrative support. Your contribution will be essential to ensuring the smooth and efficient day-to-day operation of the Occupational Health department.

In this role, you will deliver a high-quality, efficient, and confidential administrative and reception service, acting as a first point of contact for staff and stakeholders. You will support both clinical and administrative colleagues, helping to coordinate activities across hub and spoke sites and ensuring seamless service delivery.

We are looking for an organised, proactive individual with excellent communication skills and a strong commitment to customer service. This is an excellent opportunity to contribute to a vital service that supports the health and well-being of our workforce.

Main duties of the job

• Provide comprehensive administrative and reception support to ensure smooth day-to-day operation of the Occupational Health service
• Manage telephone, email, and face-to-face enquiries professionally, maintaining strict confidentiality
• Coordinate appointments, diaries, and meetings, including preparation and accurate minute-taking
• Maintain accurate electronic records and prepare correspondence, reports, and documentation
• Handle incoming and outgoing mail, order supplies, and support client registration and invoicing processes
• Support service delivery across hub and spoke sites, working effectively within a multidisciplinary team
• Deliver a high-quality, efficient, and confidential administrative function to support both clinical and administrative staff

Working for our organisation

Our ambition is to deliver excellent local and specialist services, to improve the health and well being of our patients, and provide a vibrant place for staff to develop, innovate and build careers.

We aim to make the most of our skills and experiences so we can become the best we can be. As one organisation we will recruit the finest and retain more specialist staff due to more employment opportunities across our Trust.

Detailed job description and main responsibilities

For more information on this varied and rewarding role, please see the attached Job Description.

We look forward to your application!

Please be aware that we reserve the right to close the vacancy early should a high number of applications be received.

Unfortunately, there is no Visa Sponsorship available for this role. Whilst we are able to employ candidates on a graduate Visa, we are unable to offer sponsorship once the graduate visa expires.

Person specification

Qualifications

Essential criteria

• GCSE Maths and English Grade 4 or above or equivalent qualification
• Training to Vocational Level 3 or equivalent.

Desirable criteria

• Level 3 IT
• Secretary / Business Administration qualification

Experience

Essential criteria

• Experience working in a clerical / administrative role
• Experience working in a customer/client focused environment

Desirable criteria

• Previous experience working in a health care setting
• Previous experience managing health care records

Knowledge

Essential criteria

• To be computer literate and demonstrate efficiency in use of MS Office software (including EXCEL)

Desirable criteria

• Working knowledge of a computer-based appointment and diary system

Please be aware as per the new Immigration guidelines we cannot sponsor candidates with a salary (full time or pro Rata) under the current minimum threshold.

Please note, the selection processes at Mid and South Essex NHS Foundation Trust are in place to ensure we recruit candidates with the right skills and values, please be advised that the use of AI in applications are monitored. We remain vigilant against candidates who misuse these tools to generate an application that doesn't accurately reflect their skills, and you will be required to declare on your application if AI has been used before submitting your application.

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