Job summary
29.5 hours per week.
We are looking to recruit an enthusiastic and motivated administrator to work alongside the Speech and Language Therapy, providing administration support to a countywide service, liaising with clinicians and service users to ensure an effective, efficient and streamlined service.
We can accommodate the successful candidate to be based in an open plan office at Huntingdon. If you enjoy variety in your work and wish to be a part of a friendly and dynamic team, then we would love to hear from you.
The post holder will have excellent communication, organisational & customer service skills.
If you are looking for a new challenge and to be part of a growing, innovative service then we want to hear from you.
Within OPAC we have 4 Integrated Care Admin Hubs based in Cambourne, Huntingdon, Peterborough and Fenland providing administrative support for Neighbourhood Teams, Specialist Services and Mental Health Teams. The main principle of the Admin Hubs is to ensure the provision of a professional and competent service, as well as excellent training and development opportunities for admin staff.
Please note for this role you will be required to travel independently around the county meeting strict time deadlines
Main duties of the job
- The Administrator provides an administration service which is open 08.00-17.00, 5 days per week. The post holder may be required to work a shift pattern in line with the Older People's and Adult Community (OPAC) opening hours.
- The post holder will be responsible for providing efficient, effective and timely administrative support for the Speech and Language Specialist Service. Such support will include liaison with external referrers, Trust staff and team and Admin Hub colleagues to ensure effective communication and administrative systems are maintained for the receipt and onward delivery of all referrals for all Divisions. The Admin Hub is the first point of contact for referrers and excellent communication and customer service skills are required.
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.
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 with regard to the Trust Information Governance and Information Security policies.
- Attend and book rooms for team meetings, take, transcribe and distribute minutes as and when required.
- 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.
- Ensuring that electronic records are 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 and undertake such other duties as may be reasonably required commensurate with the grade of the post. This may mean commuting to another location.
- 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.
- Maintain of stationary and stock levels.
- To book interpreters for service users
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 with regard to the Trust Information Governance and Information Security policies.
- Attend and book rooms for team meetings, take, transcribe and distribute minutes as and when required.
- 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.
- Ensuring that electronic records are 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 and undertake such other duties as may be reasonably required commensurate with the grade of the post. This may mean commuting to another location.
- 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.
- Maintain of stationary and stock levels.
- To book interpreters for service users
Person Specification
Other
Essential
- Ability to travel to other trust sites.
Education / Qualifications
Essential
- Educated to GCE/GCSE standard.
- NVQ Level 2 in Administration or equivalent
- Good command of written English.
Skills & Abilities
Essential
- Excellent customer care skills
- Excellent standard of typing/audio skills using word processor (50wpm)
- Good IT skills (MS Office)
- Good organisational skills
- Excellent telephone manner
- Ability to adopt an appropriate style and method of communication and deal effectively with people
Desirable
- Knowledge of medical terminology
- Knowledge of Data Protection Act
- SystmOne/Teams/Microsoft Office
Knowledge & Understanding
Essential
- Understanding of confidentiality and the importance of maintaining confidentiality for patients
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
- Minute taking for team meetings and ability to type up accurately as and when required
Desirable
- Experience of supporting a multi-disciplinary team
- Previous experience of working in an NHS office environment
- Previous experience of working in a call handling environment.
Person Specification
Other
Essential
- Ability to travel to other trust sites.
Education / Qualifications
Essential
- Educated to GCE/GCSE standard.
- NVQ Level 2 in Administration or equivalent
- Good command of written English.
Skills & Abilities
Essential
- Excellent customer care skills
- Excellent standard of typing/audio skills using word processor (50wpm)
- Good IT skills (MS Office)
- Good organisational skills
- Excellent telephone manner
- Ability to adopt an appropriate style and method of communication and deal effectively with people
Desirable
- Knowledge of medical terminology
- Knowledge of Data Protection Act
- SystmOne/Teams/Microsoft Office
Knowledge & Understanding
Essential
- Understanding of confidentiality and the importance of maintaining confidentiality for patients
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
- Minute taking for team meetings and ability to type up accurately as and when required
Desirable
- Experience of supporting a multi-disciplinary team
- Previous experience of working in an NHS office environment
- Previous experience of working in a call handling environment.
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
Kingfisher House
Kingfisher Way, Hinchingbrooke Business Park
Huntingdon
PE29 6FH
Employer's website
https://www.cpft.nhs.uk/ (Opens in a new tab)
