Job summary
We are looking for a warm and enthusiastic receptionist to administrate the front-end of our children's mental health clinic. The post holder will provide a comprehensive administrative service in the reception area of CAMHS Cambridge in Brookside Family Consultation Clinic.
The successful applicant will operate the reception area, welcoming service users to the clinic and notifying clinicians of their arrival, answering the reception telephone line and directing calls appropriately, as well as sharing in the general pool of admin work alongside the back-end admin team.
Main duties of the job
- Typing of letters, summaries and reports, if appropriate.
- Ensuring good customer service by providing a professional and effective service, dealing with queries from service users, carers or staff in-person or on the telephone. Take accurate messages and ensure these are passed on to the appropriate people.
- Organise appointments and transport for clinics as directed.
- Carry out any office duties, such as dealing with post and photocopying; be responsible for document filing and ensure that the relevant records are organised, accessible and up to date.
- Help monitor the department's admin stocks.
- Arrange meetings as and when required.
- Accurately input data onto the relevant electronic system, in a timely manner in line with standard operating procedures.
- 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.
- Prepare new information packs when required and monitor supplies of CPFT leaflets to ensure adequate stock levels are maintained.
- Create and maintain electronic health records for all active service users.
- Be responsible for filing of all documentation in the clinical notes (if appropriate), in accordance with relevant procedures
- Be responsible for daily maintenance and organisation of your team environment (e.g. Front of House / Team Office). Report concerns, incidents and maintenance issues to the relevant individual as required.
About us
Cambridgeshire and Peterborough NHS Foundation Trust is a health and social care organisation dedicated to providing high-quality care with compassion to improve the health and wellbeing of the people we care for, as well as supporting andempowering them to lead a fulfilling life.
Our clinical teams deliver many NHS services, not only via inpatient and primary care settings, but also within the community. These services include children's, adult and older people's mental health, forensic and specialist mental health, learning disabilities, primary care and liaison psychiatry, substance misuse, social care, research and development.
To achieve our goal, we look to recruit high-calibre candidates who share our vision and values. As an equal opportunities employer, we encourage applications from all sectors of the community, particularly from under-represented groups including disabled people and members of ourethnic minority andLGBTQ+ communities.
For further information on CPFT, please visit our website at www.cpft.nhs.uk
Job description
Job responsibilities
Please refer to the attached job description and person specification for full details of responsibilities.
Essential behaviours and attitudes
- Models behaviours that treat others with dignity, respect and compassion.
- Listens actively and respectfully to others.
- Identifies and challenges unacceptable practice of peers and colleagues respectfully, and takes appropriate action to resolve.
- Contributes to the improvement of the service user experience.
- Treats individuals with respect and kindness.
- Works in partnership and collaboration with others; respects their rights and promotes equality at all times.
- Responds to an individuals situation, needs and preferences and does not stereotype people.
- Develops trust with service users and colleagues through delivering what they say they will and have a flexible approach in their work.
Training and development
- To participate in regular supervision in accordance with good practice guidelines and Trust policy.
- To participate in the Trusts annual Appraisal process.
- To attend all relevant mandatory training as and when required to do so.
Quality and patient safety
- Protection of Children & Vulnerable Adults To promote and safeguard the welfare of children, young people and vulnerable adults.
- Implementation of NICE guidance and other statutory / best practice guidelines. (if appropriate)
- Infection Control - To be responsible for the prevention and control of infection.
- Incident reporting - To report any incidents of harm or near miss in line with the Trusts incident reporting policy ensuring appropriate actions are taken to reduce the risk of reoccurrence.
- To contribute to the identification, management and reduction of risk in the area of responsibility.
- To ensure day to day practice reflects the highest standards of governance, clinical effectiveness, safety and patient experience.
- To ensure monitoring of quality and compliance with standards is demonstrable within the service on an ongoing basis.
- To be aware of the responsibility of all employees to maintain a safe and healthy environment for patients/ clients, visitors and staff.
General
- To maintain up to date knowledge of legislation, national and local policies and issues in relation to both the specific client group and mental health.
- To comply with the Professional Codes of Conduct and to be aware of changes in these. To maintain up to date knowledge of all relevant legislation and local policies and procedures implementing this.
- To ensure that all duties are carried out to the highest standard and in accordance with currently quality initiatives within the work area.
- To comply with all relevant Trust policies, procedures and guidelines, including those relating to Equal Opportunities, Health and Safety and Confidentiality of Information and to be aware of any changes in these.
- To comply at all times with the Trusts Information Governance related policies. Staffs are required to respect the confidentiality of information about staff, patients and Trust business and in particular the confidentiality and security of personal identifiable information in line with the Data Protection Act. All staff are responsible for ensuring that any data created by them is timely, comprehensive, accurate, and fit for the purposes for which it is intended.
Job description
Job responsibilities
Please refer to the attached job description and person specification for full details of responsibilities.
Essential behaviours and attitudes
- Models behaviours that treat others with dignity, respect and compassion.
- Listens actively and respectfully to others.
- Identifies and challenges unacceptable practice of peers and colleagues respectfully, and takes appropriate action to resolve.
- Contributes to the improvement of the service user experience.
- Treats individuals with respect and kindness.
- Works in partnership and collaboration with others; respects their rights and promotes equality at all times.
- Responds to an individuals situation, needs and preferences and does not stereotype people.
- Develops trust with service users and colleagues through delivering what they say they will and have a flexible approach in their work.
Training and development
- To participate in regular supervision in accordance with good practice guidelines and Trust policy.
- To participate in the Trusts annual Appraisal process.
- To attend all relevant mandatory training as and when required to do so.
Quality and patient safety
- Protection of Children & Vulnerable Adults To promote and safeguard the welfare of children, young people and vulnerable adults.
- Implementation of NICE guidance and other statutory / best practice guidelines. (if appropriate)
- Infection Control - To be responsible for the prevention and control of infection.
- Incident reporting - To report any incidents of harm or near miss in line with the Trusts incident reporting policy ensuring appropriate actions are taken to reduce the risk of reoccurrence.
- To contribute to the identification, management and reduction of risk in the area of responsibility.
- To ensure day to day practice reflects the highest standards of governance, clinical effectiveness, safety and patient experience.
- To ensure monitoring of quality and compliance with standards is demonstrable within the service on an ongoing basis.
- To be aware of the responsibility of all employees to maintain a safe and healthy environment for patients/ clients, visitors and staff.
General
- To maintain up to date knowledge of legislation, national and local policies and issues in relation to both the specific client group and mental health.
- To comply with the Professional Codes of Conduct and to be aware of changes in these. To maintain up to date knowledge of all relevant legislation and local policies and procedures implementing this.
- To ensure that all duties are carried out to the highest standard and in accordance with currently quality initiatives within the work area.
- To comply with all relevant Trust policies, procedures and guidelines, including those relating to Equal Opportunities, Health and Safety and Confidentiality of Information and to be aware of any changes in these.
- To comply at all times with the Trusts Information Governance related policies. Staffs are required to respect the confidentiality of information about staff, patients and Trust business and in particular the confidentiality and security of personal identifiable information in line with the Data Protection Act. All staff are responsible for ensuring that any data created by them is timely, comprehensive, accurate, and fit for the purposes for which it is intended.
Person Specification
Education / Qualifications
Essential
- Educated to GCSE/GCE standard
- Good command of written English.
- RSA stage II/NVQ Level 2 in administration, or equivalent.
Experience
Essential
- Previous experience of carrying out general admin procedures in a reception/administrative/secretarial environment
- Experience of customer facing role
- Experience of inputting accurate and timely data onto electronic systems
Desirable
- Previous experience of working in a NHS office environment
- Experience in using computer programmes including healthcare IT systems
- Lived experience of mental health
Skills / Abilities
Essential
- Excellent customer care skills
- Excellent keyboard skills
- Audio/copy typing skills
- Good IT skills (MS Office)
- Good organisational skills
- Excellent telephone manner
- Experience of working with a minimum of supervision but working within standard operating procedures
- Able to organise own day to day tasks
- Ability to adopt an appropriate style and method of communication
- Models behaviours that treat others with dignity, respect and compassion
- Good listening skills
- Flexible approach to work
- Professional attitude towards service users and their families
- Friendly and approachable
- Ability to work on own initiative and maintain confidentiality
- Ability to meet and deal effective with people
- Ability to work under occasional pressure/stress
- Ability to work as part of a team
Knowledge and understanding
Essential
- Clear understanding of respect and confidentiality
Person Specification
Education / Qualifications
Essential
- Educated to GCSE/GCE standard
- Good command of written English.
- RSA stage II/NVQ Level 2 in administration, or equivalent.
Experience
Essential
- Previous experience of carrying out general admin procedures in a reception/administrative/secretarial environment
- Experience of customer facing role
- Experience of inputting accurate and timely data onto electronic systems
Desirable
- Previous experience of working in a NHS office environment
- Experience in using computer programmes including healthcare IT systems
- Lived experience of mental health
Skills / Abilities
Essential
- Excellent customer care skills
- Excellent keyboard skills
- Audio/copy typing skills
- Good IT skills (MS Office)
- Good organisational skills
- Excellent telephone manner
- Experience of working with a minimum of supervision but working within standard operating procedures
- Able to organise own day to day tasks
- Ability to adopt an appropriate style and method of communication
- Models behaviours that treat others with dignity, respect and compassion
- Good listening skills
- Flexible approach to work
- Professional attitude towards service users and their families
- Friendly and approachable
- Ability to work on own initiative and maintain confidentiality
- Ability to meet and deal effective with people
- Ability to work under occasional pressure/stress
- Ability to work as part of a team
Knowledge and understanding
Essential
- Clear understanding of respect and confidentiality
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
Brookside Family Consultation Clinic
18D Trumpington Road
Cambridge
CB2 8AH
Employer's website
https://www.cpft.nhs.uk/ (Opens in a new tab)
