Job summary
If you are looking for a new challenge, enjoy variety in your work and wish to be part of a team that is dedicated to helping the people that we care for in the community? Then we would like to hear from you.
We are currently looking to recruit an enthusiastic and motivated Assistant Administrator to join our Older People and Adult Community (OPAC) Administration Team supporting the Older People Mental Health Team, Peterborough. The OPAC Administration team provides an administration service between the hours of 09:00 - 17:00 - Monday - Friday.
The ideal candidate will have a strong team work ethic, sense of accountability, accompanied by an ability to work under considerable pressure at times.
Main duties of the job
Ensure good customer service by providing a professional and effective service by dealing with queries from service users, carers or staff in person or on the telephone.
Take accurate messages and ensure these are passed onto the appropriate person.
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.Provide cover as directed by your manager, for other members of the team in their absence and assist with their workloads as necessary.
To undertake training, in order to maintain competence in the operation of Systm One / BigHand computer training.
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 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.
Please be advised we reserve the right to close adverts earlier than the closing date should we receive sufficient applications.
Regrettably, we cannot offer sponsorship for all our job roles. If you apply for a role that we cannot offer sponsorship for, unfortunately, your application form will be rejected from the process.
Job description
Job responsibilities
Please refer to the attached job description and person specification for full details of responsibilities.
- Typing of letters, summaries and reports.
- Ensure good customer service by providing a professional and effective service by dealing with queries from service users, carers or staff in person or on the telephone.
- Take accurate messages and ensure these are passed onto the appropriate person.
- Organise appointments and transport when needed.
- 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.
- Arrange meetings as and when required.
- Monitor and maintain the departments stocks.
- Accurately input data onto the relevant electronic system, in a timely manner in line with the standard operating procedures.
- Prepare new information packs when required and monitor supplies of CPFT leaflets to ensure adequate stock levels are maintained.
- Be responsible for filing of all documentation in the clinical notes, in accordance with relevant procedures.
- Create and maintain both manual and electronic health records for all active service users and ensure that their location is tracked.
- 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.
- Provide cover as directed by your manager, for other members of the team in their absence and assist with their workloads as necessary.
Job description
Job responsibilities
Please refer to the attached job description and person specification for full details of responsibilities.
- Typing of letters, summaries and reports.
- Ensure good customer service by providing a professional and effective service by dealing with queries from service users, carers or staff in person or on the telephone.
- Take accurate messages and ensure these are passed onto the appropriate person.
- Organise appointments and transport when needed.
- 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.
- Arrange meetings as and when required.
- Monitor and maintain the departments stocks.
- Accurately input data onto the relevant electronic system, in a timely manner in line with the standard operating procedures.
- Prepare new information packs when required and monitor supplies of CPFT leaflets to ensure adequate stock levels are maintained.
- Be responsible for filing of all documentation in the clinical notes, in accordance with relevant procedures.
- Create and maintain both manual and electronic health records for all active service users and ensure that their location is tracked.
- 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.
- Provide cover as directed by your manager, for other members of the team in their absence and assist with their workloads as necessary.
Person Specification
Education/Qualifications
Essential
- Educated to GCE / GCSE standard
- RSA stage 2 / NVQ level 2 in administration or equivalent
- Good command of written English
Experience
Essential
- Previous experience of carrying out general admin procedures in a reception / administrative / secretarial environment.
- Experience in a customer facing role
Desirable
- Previous experience of working in a NHS office environment
- Experience in using computer programmes including health care IT systems.
Skills & Abilities
Essential
- Excellent customer care skills
- Good IT skills (MS Office)
- Good organisational skills
- Excellent telephone manner
- Flexible approach to work
- Ability to organise your own workload
Knowledge & Understanding
Essential
- Clear understanding of respect and confidentiality
Other
Essential
- May be required to travel and work between teams, where necessary
Person Specification
Education/Qualifications
Essential
- Educated to GCE / GCSE standard
- RSA stage 2 / NVQ level 2 in administration or equivalent
- Good command of written English
Experience
Essential
- Previous experience of carrying out general admin procedures in a reception / administrative / secretarial environment.
- Experience in a customer facing role
Desirable
- Previous experience of working in a NHS office environment
- Experience in using computer programmes including health care IT systems.
Skills & Abilities
Essential
- Excellent customer care skills
- Good IT skills (MS Office)
- Good organisational skills
- Excellent telephone manner
- Flexible approach to work
- Ability to organise your own workload
Knowledge & Understanding
Essential
- Clear understanding of respect and confidentiality
Other
Essential
- May be required to travel and work between teams, where necessary
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
CPFT - OPMH Peterborough Admin Hub
Unit 2 Phorpres Close,
Peterborough
PE7 8FZ
Employer's website
https://www.cpft.nhs.uk/ (Opens in a new tab)
