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Job summary

Main area
Admin
Grade
4
Contract
Permanent
Hours
Full time - 37.5 hours per week
Job ref
364-B-78
Employer
Essex Partnership University NHS Foundation Trust
Employer type
NHS
Site
St Helens
Town
Ipswich
Salary
£28,392 - £31,157 per annum
Salary period
Yearly
Closing
15/06/2026 23:59

Employer heading

Essex Partnership University NHS Foundation Trust logo

Business & Administration Support Officer

4

Please be aware that, due to current allocation constraints, Certificates of Sponsorship (CoS) are being prioritised for registered roles at this time.

Our Trust cares for more than 100,000 patients at any one time across our community health, mental health and learning disability services across Essex and parts of Bedfordshire and Suffolk. 

We want you to be part of our journey of transformation, where our patients and their families are at the heart of everything we do and to achieve our vision to be the leading health and wellbeing service in the provision of mental health and community care.

You’ll be part of a Trust where you will be supported to be your authentic self and be the best you can be, where we will help you to grow, develop and thrive. 

The Trust is recognised by the University of Essex and is a top provider of apprenticeships for people looking to be an assistant practitioner, senior health care support worker (CAP). Our trailblazing CAP apprenticeship won a national HSJ Award.

We are also recognised as a Veteran Aware Trust and holder of gold accreditation from the Ministry of Defence Employment Recognition Scheme. Our services are highlighted as an exemplar of good practice, producing the best care for more than 3.500 armed forces veterans in the past seven years. 

We have been shortlisted and won national awards. We are an inclusive organisation and Level 3 Disability Confident Leader Trust.

We are constantly innovating and looking for new ways to deliver care, such as using technology to enhance patient care and working with partners to launch new services such as the Basildon Mental Health Urgent Care Department, virtual hospitals and falls response cars.  

Join us and you’ll do the best work of your life – and make a difference to other people’s lives. What we do together, matters.

Job overview

The post holder will provide non‑clinical, non‑operational administrative, business and performance support to Practice Management functions and the Drug & Alcohol Training Service, under delegated direction.

The role brings together administrative coordination, workforce support, training administration, business information and governance activity, supporting practice operations, staff compliance, training delivery and service monitoring. It includes delegated, non‑operational elements supporting Practice Management and Business & Performance functions, with structured development from Band 4 to Band 5 over a 12‑month period.

The post holder will work under guidance initially, progressing to increased autonomy and responsibility. The role does not hold full operational or line‑management accountability.

Main duties of the job

  • documentation.
  • Collate training evaluations and activity information for reporting purposes to support routine reporting requirements.

Business, Performance & Information Management

  • Produce and collate routine performance and activity data, including training delivery statistics and workforce compliance information.
  • Maintain spreadsheets, trackers and reporting tools used for service monitoring.
  • Support extraction of administrative data from systems including SystmOne in line with agreed reporting requirements
  • Assist managers with the preparation of reports and presentations.
  • Provide administrative and reporting support to service development initiatives within defined parameters.

Workforce & Administration Support (Non-Managerial)

  • Collate annual leave, sickness absence and supervision information for reporting purposes.
  • Maintain accurate administrative records on Health Roster, ESR and related systems (data entry and validation only, with no decision-making authority).
  • Support induction processes for new staff, students and volunteers.
  • Provide guidance to colleagues on administrative systems and processes where appropriate.
  • Authorise agency and bank administration timesheets where delegated.

Working for our organisation

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.

Detailed job description and main responsibilities

 

KEY RESPONSIBILITIES NON-CLINICAL

 Practice Management Support

  • Provide administrative support to the Practice Manager and senior team, including diary management, meeting organisation, agenda preparation and minute‑taking.
  • Maintain accurate and up‑to‑date workforce documentation, including recruitment paperwork, induction records, appraisal documentation and mandatory training compliance.
  • Support coordination of recruitment processes, ensuring interview packs, pre‑employment checks and system access are completed.
  • Assist with maintaining and updating practice policies, procedures and governance documentation.
  • Support the preparation and distribution of internal communications and routine correspondence.
  • Assist with administrative elements of new patient registration processes as required.

Drug & Alcohol Training Service Administration

  • Administrate training programmes delivered by the Drug & Alcohol Training Service.
  • Manage training course bookings, cancellations and enquiries using online booking systems.
  • Liaise with venues, trainers, guest speakers and partner organisations.
  • Act as the central point of contact for training administration.
  • Produce delegate lists, attendance records and training documentation.
  • Collate training evaluations and activity information for reporting purposes to support routine reporting requirements.

Business, Performance & Information Management

  • Produce and collate routine performance and activity data, including training delivery statistics and workforce compliance information.
  • Maintain spreadsheets, trackers and reporting tools used for service monitoring.
  • Support extraction of administrative data from systems including SystmOne in line with agreed reporting requirements
  • Assist managers with the preparation of reports and presentations.
  • Provide administrative and reporting support to service development initiatives within defined parameters.

Workforce & Administration Support (Non-Managerial)

  • Collate annual leave, sickness absence and supervision information for reporting purposes.
  • Maintain accurate administrative records on Health Roster, ESR and related systems (data entry and validation only, with no decision-making authority).
  • Support induction processes for new staff, students and volunteers.
  • Provide guidance to colleagues on administrative systems and processes where appropriate.
  • Authorise agency and bank administration timesheets where delegated.

Health & Safety, Estates & Resources

  • Provide administrative support to Health & Safety and Fire Safety processes, including maintaining documentation and records.
  • Assist with coordination of building maintenance and estates issues, liaising with contractors and facilities teams.
  • Support ordering of supplies and equipment in line with Trust processes.
  • Assist with processing and goods-receipting of invoices (no delegated budget responsibility).

IT Systems & Process Support

  • Support administrative use of Trust IT systems including SystmOne, ESR and shared drives.
  • Maintain records of system access and support user administration under guidance.
  • Support colleagues in the appropriate use of IT, mobile working and lone‑worker devices.
  • Identify opportunities to improve administrative systems and processes and contribute to service improvement.

Person specification

Experience

Essential criteria
  • years experience
Desirable criteria
  • Knowledge of Service Users

Experience

Essential criteria
  • Years experience working with this Cohort of patients
  • Achieved Grades
Desirable criteria
  • Knowledge of Service Users
  • Achieved Grades

Employer certification / accreditation badges

Apprenticeships logoNo smoking policyMenopause Friendly EmployerPositive about disabled peopleAge positiveDisability confident leaderImproving working livesArmed Forces Covenant Gold AwardMindful employer.  Being positive about mental health.Essex Family Friendly Employers

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Documents to download

Apply online now

Further details / informal visits contact

Name
Mark Hayes
Job title
Practice Manager Support
Email address
[email protected]
Telephone number
07585956826
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