Job summary
*Previous applicants need not apply*
Here in the OPAC Admin Hubs we are passionate about supporting our staff to achieve, develop and progress in their careers. We are always on the lookout for applicants who have great admin skills, can demonstrate empathy and sensitivity with our patients and families and collaborate with our partners and services. In return we offer you the chance to really make a difference to our patients and services.
OPAC Administration arerecruiting an enthusiastic and motivated Administrator to support the Community Rehabilitation and Falls Service to work in the Fenland Administration Hub Doddington Hospital.
The roles working hours are Monday - Friday 8-4
The successful candidate will be providing patient focused administration support to a countywide service covering Cambridge, Fenland, Peterborough & Huntingdon liaising with clinicians and services users to ensure an effective, efficient & streamlined service.
Please do make contact if you would like to discuss the role further.
Main duties of the job
- Typing, proof reading and formatting all forms of correspondence, reports and summaries that are required by the team.
- Management of multiple Waiting Lists and Triage Lists.
- Processing and extracting relevant information from Referrals ensuring enough information is included for the Clinical Triage Team
- Communicating with Referrers appropriately and professionally via email or telephone.
- Using multiple systems to capture service user input as per our agreements.
- Provide operational support to colleagues, and clinical team.
- Inputting and updating service user informationaccurately and service user/team activity on computerised information systems. Create detailed and accurate service user notes for every entry according to policy.
- Scanning paper format correspondence and adding to service user record in good time and accurately, according to policy
- Ensure good customer service by providing a professional and effective telephone service, taking accurate messages, and providing information and signposting as requested and appropriate.
- Undertake training of new staff as directed by Line Manager and/or other managers.
This is not an exhaustive list of the tasks within the role, but does bullet point the main aspects.
About us
Cambridgeshire & Peterborough NHS Foundation Trust is a health & social care organisation dedicated to providing high quality care with compassion to improve the health & wellbeing of the people we care for, as well as supporting & empowering them to lead a fulfilling life.
Our clinical teams deliver many NHS services not only via inpatient and primary care setting but also with the community. These services include Children, Adult & Older Peoples mental & physical health, Forensic & Specialist mental health, Learning Disabilities, Primary Care & Liaison psychiatry, Substance misuse, Social care, Research & Development.
To achieve our goal, we look to recruit high calibre candidates that share our vision & values. As an equal opportunities employer, we encourage applications from all sectors of the community, particularly from under-represented groups including disabled people & members of our ethnic minorities & LGBTQ+ communities.
Job description
Job responsibilities
Please refer to the attached job description and person specification for full details of responsibilities
- Word processing of all forms of correspondence, reports and summaries that are required by the team.
- Answer all telephone calls within the defined timeframe.
- To use effective telephone techniques to healthcare professionals, patients and other agencies in a quick and efficient manner.
- Record information in the chosen software timely and accurately.
- Manage all calls in a controlled and professional manner.
- Deal with difficult callers in a calm and professional manner.
- Any data that is taken/shared as part of a phone call or transferred electronically must be undertaken regarding the Trust Information Governance and Information Security policies.
- Undertake diary management for clinicians and/or managers, as required.
- Organise clinics and associated appointments for clinics, using appropriate systems to manage work.
- Organise team meetings, take, transcribe, and distribute minutes accordingly as required.
- Provide operational support to colleagues.
- Deal with staff and service user requests that may be part of a cash office function as and when required, and in accordance with Trust procedures.
- Inputting and updating service user information and service user/team activity on computerised information systems, creating service user notes where necessary and according to policy.
- Maintain filing in both paper and electronic records, ensuring that it is kept up to date at all times. In accordance with Trust procedures, track and receive notes in a timely manner.
- Ensure good customer service by providing a professional and effective telephone service, taking accurate messages and providing information and signposting as requested and appropriate.
- Undertake training of new staff as directed by Line Manager and/or other managers
- Provide cover as directed by Line Manager for other member of the team in their absence and assist with their workloads as necessary.
Undertake other duties as may be reasonably required commensurate with the grade of the post. Please refer to the attached Job Description and Person Specification for full details of responsibilities.
Job description
Job responsibilities
Please refer to the attached job description and person specification for full details of responsibilities
- Word processing of all forms of correspondence, reports and summaries that are required by the team.
- Answer all telephone calls within the defined timeframe.
- To use effective telephone techniques to healthcare professionals, patients and other agencies in a quick and efficient manner.
- Record information in the chosen software timely and accurately.
- Manage all calls in a controlled and professional manner.
- Deal with difficult callers in a calm and professional manner.
- Any data that is taken/shared as part of a phone call or transferred electronically must be undertaken regarding the Trust Information Governance and Information Security policies.
- Undertake diary management for clinicians and/or managers, as required.
- Organise clinics and associated appointments for clinics, using appropriate systems to manage work.
- Organise team meetings, take, transcribe, and distribute minutes accordingly as required.
- Provide operational support to colleagues.
- Deal with staff and service user requests that may be part of a cash office function as and when required, and in accordance with Trust procedures.
- Inputting and updating service user information and service user/team activity on computerised information systems, creating service user notes where necessary and according to policy.
- Maintain filing in both paper and electronic records, ensuring that it is kept up to date at all times. In accordance with Trust procedures, track and receive notes in a timely manner.
- Ensure good customer service by providing a professional and effective telephone service, taking accurate messages and providing information and signposting as requested and appropriate.
- Undertake training of new staff as directed by Line Manager and/or other managers
- Provide cover as directed by Line Manager for other member of the team in their absence and assist with their workloads as necessary.
Undertake other duties as may be reasonably required commensurate with the grade of the post. Please refer to the attached Job Description and Person Specification for full details of responsibilities.
Person Specification
Education / Qualifications
Essential
- Educated to GCE/GCSE standard.
- Good command of written English.
Desirable
- Level 2 in Business Administration or equivalent experience
Experience
Essential
- Experience of working in a busy and demanding office/customer facing environment
- Experience of planning and organising own workload and of staff within own span of control
Desirable
- Experience of supporting a multi-disciplinary team
Skills & Abilities
Essential
- Excellent customer care skills/ Telephone manner
- Ability to work on own initiative
- Good organisational skills
Knowledge & Understanding
Essential
- Clear understanding of confidentiality and the importance of maintaining confidentiality for patients
Person Specification
Education / Qualifications
Essential
- Educated to GCE/GCSE standard.
- Good command of written English.
Desirable
- Level 2 in Business Administration or equivalent experience
Experience
Essential
- Experience of working in a busy and demanding office/customer facing environment
- Experience of planning and organising own workload and of staff within own span of control
Desirable
- Experience of supporting a multi-disciplinary team
Skills & Abilities
Essential
- Excellent customer care skills/ Telephone manner
- Ability to work on own initiative
- Good organisational skills
Knowledge & Understanding
Essential
- Clear understanding of confidentiality and the importance of maintaining confidentiality for patients
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details
Employer name
Cambridgeshire and Peterborough NHS Foundation Trust
Address
Fenland Admin Hub
Alan Conway Court, Doddington Hospital
Doddington
PE15 0UG
Employer's website
https://www.cpft.nhs.uk/ (Opens in a new tab)
