Job summary
We are currently looking to recruit an enthusiastic and motivated part-time administrator to be part of a dynamic administration team. This particular role is within the Liaison and Diversion Team.
The admin team strive to ensure the provision of a professional and competent service, as well as offering excellent customer care to service users and colleagues. We aim to do so by ensuring professional leadership, excellent training and development opportunities for admin staff.
Please note that due to the nature of the role, some of the cases you will deal with can be upsetting as we deal with enquiries from Police, Probation Service, Courts and other legal services.
Main duties of the job
**Please note this vacancy may close early if a high number of applications are received, we would advise you to submit your application as soon as possible.**
Other tasks that you will undertake are:
- Call handling with a confident telephone manner when taking messages
- Taking and producing accurate minutes of meetings
- Inputting data on medical systems
- Booking rooms and arranging meetings
- Filing of electronic files
- Data Collection
- Monitoring inboxes
- Dealing with incoming and outgoing post.
- Being the first point of call for visitors to the office.
You will need an excellent working knowledge of Windows & Microsoft 365 packages, including Word, Excel, Teams and Outlook as well as having an understanding of confidentiality and data protection.
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 people with long term conditions and members of our ethnic minority and 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.
- Undertake diary management for practitioners and managers, as required.
- Organise meetings, take, transcribe and distribute minutes accordingly as required.
- Provide operational support to colleagues and administration staff within the team, if required, as directed by Line Manager.
- Deal with staff and service user requests 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.
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.
- Undertake diary management for practitioners and managers, as required.
- Organise meetings, take, transcribe and distribute minutes accordingly as required.
- Provide operational support to colleagues and administration staff within the team, if required, as directed by Line Manager.
- Deal with staff and service user requests 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.
Person Specification
Qualifications
Essential
- Educated to GCSE/GCE standard
- RSA Stage II/NVQ Level 2 in Administration or equivalent
- Good command of written English
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.
- Experience of supporting a multi-disciplinary team.
Desirable
- Previous experience of working in a NHS Office environment.
- Experience in using computer programmes including health care IT systems.
- Lived experience of mental health.
Skills
Essential
- Excellent customer care skills
- Excellent standard of typing/audio skills
- Good IT skills
- Good organisational skills
- Excellent telephone manner.
- Ability to adopt an appropriate style and method of communication and deal
Desirable
- Knowledge of Data Protection Act.
Person Specification
Qualifications
Essential
- Educated to GCSE/GCE standard
- RSA Stage II/NVQ Level 2 in Administration or equivalent
- Good command of written English
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.
- Experience of supporting a multi-disciplinary team.
Desirable
- Previous experience of working in a NHS Office environment.
- Experience in using computer programmes including health care IT systems.
- Lived experience of mental health.
Skills
Essential
- Excellent customer care skills
- Excellent standard of typing/audio skills
- Good IT skills
- Good organisational skills
- Excellent telephone manner.
- Ability to adopt an appropriate style and method of communication and deal
Desirable
- Knowledge of Data Protection Act.
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
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).
