Job summary
OPAC Administration are recruiting an enthusiastic and motivated Administrator to support the Podiatryservice.
The working hours are 22.5 hours a week. Working pattern will be Wednesday - Friday 08:30-16:30.
The successful candidate will be providing patient focused administration support to a countywide service covering Peterborough 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
Please note for this role you will be required to travel independently around the county meeting strict time deadlines. You will need to hold a full UK driving licence* and have use of a vehicle. You cannot use public transport for this role as this is not a reliable form of transport and will not allow you to meet service needs. Please confirm in your application that you meet the specified criteria.
- Processing all incoming referrals via various pathways.
- Managing several service specialism waiting lists, ensuring waiting times are met.
- Appointment management of a county wide service, ensuring clinical time is maximised for patient care.
- Call & email handling of patients supporting with requests and queries.
- Supporting 40 multi-disciplinary clinical personnel.
- Working virtually with administration colleagues across the county.
- Re-scheduling appointments at sometimes short notice due to unforeseen circumstances that arise.
- Ensuring processes and procedures are followed as directed by the Trust.
*DVLA have a number ofreciprocalarrangements with overseas countries, for further information please visit the DVLA website
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
Experience
Essential
- Experience of working in a busy and fast paced environment
- Working with multiple people of various roles
- Experience of planning and organising own workload
- Experience of planning workload of staff within own span of control
- Experience of administration duties & tasks
Desirable
- Experience in using computer programmes including health care IT systems
- Experience of supporting a multi-disciplinary team
Education
Essential
- Educated to GCSE standard at 4-9 or A-C grade including English
- Good command of written and spoken English.
Desirable
- Level 2 in Business Administration or equivalent experience
Skills & Abilities
Essential
- Excellent customer/patient care skills via written & verbal in person & telephone methods.
- Good computer/IT literacy skills
- Good Organisational Skills
- Attention to detail & accuracy of work.
- Able to work on own initiative
- Able to work as part of a team.
- Effective communicator
- Able to work under occasional pressure/stress
- Good listening skills
- Flexible approach to work
- Professional attitude.
- Friendly and approachable
Knowledge & Understanding
Essential
- Clear understanding of the importance of confidentiality
Desirable
- Knowledge of Medical Terminology
- Knowledge of Data Protection Act
Person Specification
Experience
Essential
- Experience of working in a busy and fast paced environment
- Working with multiple people of various roles
- Experience of planning and organising own workload
- Experience of planning workload of staff within own span of control
- Experience of administration duties & tasks
Desirable
- Experience in using computer programmes including health care IT systems
- Experience of supporting a multi-disciplinary team
Education
Essential
- Educated to GCSE standard at 4-9 or A-C grade including English
- Good command of written and spoken English.
Desirable
- Level 2 in Business Administration or equivalent experience
Skills & Abilities
Essential
- Excellent customer/patient care skills via written & verbal in person & telephone methods.
- Good computer/IT literacy skills
- Good Organisational Skills
- Attention to detail & accuracy of work.
- Able to work on own initiative
- Able to work as part of a team.
- Effective communicator
- Able to work under occasional pressure/stress
- Good listening skills
- Flexible approach to work
- Professional attitude.
- Friendly and approachable
Knowledge & Understanding
Essential
- Clear understanding of the importance of confidentiality
Desirable
- Knowledge of Medical Terminology
- 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
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
Peterborough Admin Hub
Unit 2 Phorpres Close
Cygnet Park, Hampton, Peterborough
PE7 8FZ
Employer's website
https://www.cpft.nhs.uk/ (Opens in a new tab)
