Job summary
- Main area
- Diabetes
- Grade
- Band 3
- Contract
- Permanent
- Hours
- Part time - 25 hours per week
- Job ref
- 364-B-96
- Employer
- Essex Partnership University NHS Foundation Trust
- Employer type
- NHS
- Site
- Raphael House
- Town
- Rochford
- Salary
- £25,760 - £27,476 per annum pro rata
- Salary period
- Yearly
- Closing
- 16/06/2026 23:59
Employer heading
Adminstrator
Band 3
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
· 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.
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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.
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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.
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
· Act as first point of contact for service users and professionals, managing all communications efficiently, using a customer‑focused 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 follow‑up 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 patient‑sensitive 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 high‑quality 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 criteria
- Knowledge and skills of using systmOne
Desirable criteria
- Knowledge and skills in booking appointments and using reports
Experience
Essential criteria
- Experience in administrative and customer‑facing roles, including handling enquiries, managing busy communication channels, and providing high‑quality frontline support.
Desirable criteria
- Experience working in a healthcare, NHS, or clinical environment where patient‑sensitive communication and confidentiality are required.
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
Further details / informal visits contact
- Name
- Emma Day
- Job title
- Clinical Lead
- Email address
- [email protected]
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