Band 3 Administrator Assistant – IPS Services
Job in
Birmingham, West Midlands, B1, England, UK
Listing for:
East London NHS Foundation Trust
Full Time
position
Listed on 2026-02-16
Job specializations:
-
Administrative/Clerical
Office Administrator/ Coordinator, Admin Assistant
Job Description & How to Apply Below
Position: Band 3 Administrator Assistant – IPS Employment Services
Band 3 Administrator Assistant – IPS Employment Services
The IPS Administrative Assistant plays a vital role in supporting the smooth and efficient running of the Individual Placement and Support (IPS) Employment Service across Bedfordshire and Luton. Working closely with the Service Manager, Team Leads and wider IPS team, the postholder will provide high-quality administrative, data and coordination support to ensure accurate reporting, compliance and timely communication.
Key responsibilities include maintaining and validating service data for monthly and quarterly submissions, preparing reports and meeting packs, managing correspondence and documentation in line with governance standards, and providing admin cover during staff absence to maintain continuity. The role is essential in supporting service performance, quality assurance and audit‑readiness, enabling the team to meet national IPS targets and deliver a consistent, well‑organised service for staff and service users alike.
Main
duties of the job
- Ensure that all incoming post is date‑stamped and distributed to the appropriate persons and that outgoing mail is sorted according to internal and external departments and relevant agencies.
- Receive all incoming calls to the service/team and deal appropriately in a courteous and helpful manner.
- 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 the IPS Employment Service Manager.
- 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 guidelines.
- Ensure that calls from anxious and distressed patients and carers are dealt with appropriately and referred to the correct system internally.
Job responsibilities
Ensure that all incoming post is date‑stamped and distributed to the appropriate persons, and that outgoing mail is sorted according to internal, external departments and relevant agencies.Receive all incoming calls to the service/team and deal appropriately in a courteous and helpful manner.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 the IPS Employment Service Manager.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 guidelines.Ensure that calls from anxious and distressed patients and carers are dealt with appropriately and referred to the correct system internally.Manage the diary and appointments system, clinic lists and inform clinicians of their appointment arrivals.Ensure that staff have updated the appointment system.Co‑ordinate and oversee room bookings and report any problems as appropriate.Type correspondence such as letters, reports using digital dictation when required.Book interpreters and translators for clients appointments and monitor confirmation of bookings and action as appropriate.Ensure that 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.Update patient information on IT database systems, including RiO, ensuring data quality is monitored and any concerns raised.Undertake general office duties including: photocopying, collating and binding of documents, laminating, etc. as required.Provide administrative support to service/team for presentations including setting up of equipment, providing handouts and refreshments as appropriate.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.Receive regular one‑to‑one and team supervision from the IPS Employment Service Manager.Work flexibly to cover essential priority…
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