Job summary
We are currently looking to recruit an enthusiastic and motivated full-time administrator to be part of a dynamic administration team based in our Cambourne Admin Hub.
This particular role is within the Older Peoples Mental Health team and will be supporting the Nurses, Clinicians and Psychiatrists. The admin team strive to ensure the provision of a professional and competent service, as well as offering excellent customer care to patients, families and colleagues. We aim to do so by ensuring professional leadership, excellent training and development opportunities for admin staff.
Main duties of the job
The post holder will be responsible for providing efficient, effective and timely administrative support for the Mental Health Team. Such support will include liaison with external referrers, Trust staff and team and Admin colleagues to ensure effective communication and administrative systems are maintained for the receipt and onward delivery of all referrals for all Divisions.
If you are looking for a new challenge, enjoy variety in your work and wish to be part of a team striving to make a difference for our community by supporting people with mental health or learning disability needs then we want to hear from you.
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.
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.
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.
- 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.
- Attend and book rooms for team meetings, take, transcribe and distribute minutes on a weekly basis.
- Provide operational support to colleagues, and supervision of Band 2 administration staff within the team, if required, as directed by Line Manager.
- 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 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.
- To register referrals, maintain administration resulting from clinics, including appointment bookings and cancellations.
- To provide operational support for clinical letters / correspondence using necessary computerised systems.
- To provide administrative support clinical staff including consultant psychiatrists.
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.
- Attend and book rooms for team meetings, take, transcribe and distribute minutes on a weekly basis.
- Provide operational support to colleagues, and supervision of Band 2 administration staff within the team, if required, as directed by Line Manager.
- 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 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.
- To register referrals, maintain administration resulting from clinics, including appointment bookings and cancellations.
- To provide operational support for clinical letters / correspondence using necessary computerised systems.
- To provide administrative support clinical staff including consultant psychiatrists.
Person Specification
Education / Qualifications
Essential
- Educated to GCSE 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 an NHS office environment.
Skills & Abilities
Essential
- Excellent customer care skills.
- Good IT skills (MS Office)
- Ability to adopt an appropriate style and method of communication and deal effectively with people.
- Ability to work under occasional pressure/stress
- Professional attitude towards service users and their families
Desirable
- Knowledge of Data Protection Act
- Knowledge of Systmone
Knowledge & Understanding
Essential
- Understanding of confidentiality and the importance of maintaining confidentiality for patients.
Physical Requirements
Essential
- Ability to spend prolonged periods using a computer
Person Specification
Education / Qualifications
Essential
- Educated to GCSE 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 an NHS office environment.
Skills & Abilities
Essential
- Excellent customer care skills.
- Good IT skills (MS Office)
- Ability to adopt an appropriate style and method of communication and deal effectively with people.
- Ability to work under occasional pressure/stress
- Professional attitude towards service users and their families
Desirable
- Knowledge of Data Protection Act
- Knowledge of Systmone
Knowledge & Understanding
Essential
- Understanding of confidentiality and the importance of maintaining confidentiality for patients.
Physical Requirements
Essential
- Ability to spend prolonged periods using a computer
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
Cambridge Admin Hub, South Cambs Hall
Cambourne Business Park, Cambourne, Cambs
CB23 6EA
Employer's website
https://www.cpft.nhs.uk/ (Opens in a new tab)
