Administrative Assistant | East London NHS Foundation Trust

We are looking for someone who is interested in working within the Adult Autism Diagnostic Service; with a genuine desire to make a difference to our service users.

BLMK Services provided by ELFT (East London Foundation Trust) is advertising a full-time vacancy (37.5 hours per week, Monday – Friday) Administrative Assistant post to provide administrative support to the Adult Autism Diagnostic Service.

You will have responsibility for providing administrative support to designated areas.

To be responsible for ensuring relevant timescales are met, and to ensure that information can be retrieved whenever necessary and to meet agreed Trust targets and objectives.

You will need to show experience in working in an effective and efficient administrative and clerical service, demonstrate the ability to work within evolving systems, and to work alongside clinical staff and senior managers. You should have a very positive attitude to work in what can be a challenging environment.

Only apply if you can convince an interview panel of the relevant experience you will bring to the role. You will be expected to have good IT skills (Microsoft packages), typing skills and excellent customer service skills and you will need to give examples of how you have used these.

To provide a comprehensive administrative service, including processing all reports, correspondence & documentation including referrals, and administrative letters, arranging appointments & booking rooms.

To provide cover in the absence of the Team Administrator in attendingMDT team meetings, preparing agenda, minute taking, and undertaking any admin actions arising from the meeting.

To take & relay clear messages accurately and in timely manner

To ensure all administrative systems are managed electronically where possible.

(full job description attached)

Our mission is to make a positive difference to people's lives by improving the quality of life for all we serve. Our values are: We Care, We Respect, We are Inclusive – so we are looking for people who live and breathe these qualities when supporting service users and carers, and in their relationships with colleagues in the Trust and our partner organisations.
• To ensure that all incoming post is date-stamped and distributed to the appropriate persons and that out-going mail is sorted according to internal, external departments and relevant agencies.
• To receive all incoming calls to the service/team and deal appropriately in a courteous and helpful manner.
• To deal with a range of queries from the public and other agencies in a polite and helpful manner, also by telephone and face to face encounters, seeking advice and guidance from Team Administration Lead.
• To take and promptly pass on accurate notes and information, exercising independent judgement and discretion when handling, monitoring and filtering calls within data protection, customer care and confidentiality guideline
• To ensure that calls from anxious and distressed patients and carers are dealt with appropriately and referred to the correct system internally.
• To manage the diary and appointments system, clinic lists and inform clinicians of their appointment arrivals.
• To ensure that staff have updated the appointment system
• To co-ordinate and oversee room bookings and report any problems as appropriate.
• To type correspondence such as letters, reports using digital dictation when required.
• To maintain office filing systems and ensure information relating to service users is accessible to relevant staff, ensuring confidentiality at all times.
• To maintain a standard filing system ensuring that the filing of patient notes, correspondence, questionnaires etc. are kept up to date in line with record keeping policies.
• To open, close and archive and file patient files as appropriate in line with recording keeping policies.
• To book interpreters and translators for clients appointments and monitor confirmation of bookings and action as appropriate
• To ensure there is an adequate supply of all forms and adequate stationery supplies, letterheads, information leaflets, appointment cards etc. available for colleagues and service users.
• Receive and manage referrals into the service, and discharges
• To update patient information on files and on IT database systems, including Rio ensuring data quality is monitored and any concerns raised.
• To undertake general office duties including: photocopying, collating and binding of documents, filing, laminating faxing etc as required.
• To provide administrative support to service/team for presentations including setting up of equipment, providing handouts and refreshments as appropriate
• To ensure that office equipment is maintained and reported for repair as necessary and that the office, reception area and waiting room is kept clean and tidy at all times.
• As a service/team member to work flexibly in order that essential priority tasks are covered and dealt with.
• To use information technology for a range of purposes.
• To report to the Team Administration Lead any issues that are of concern relating to health and safety of the building.
• To have excellent verbal, written and communication skills
• To induct new staff to reception, filing and administration systems
• To have the ability to remain calm and sensitive in difficult and stressful situations
• To undertake professional and personal development as agreed with line manager and participate in regular supervision and appraisal.
• To attend appropriate IT and administrative training courses.
• To attend staff, administration and team meetings.
• Adopt and implement agreed service developments in line with the Directorate and Trust objectives
• Responsible for own personal development
• To update patient demographic information
• To contribute to the team’s data collection processes

This advert closes on Wednesday 27 May 2026