HCP Locality Administrator

Job description

Job responsibilities

Provide administrative support to the Head of Locality and wider leadership team within the collaborative locality by providing diary management, arranging meetings, assisting with preparation of presentations and training materials, sending communications to colleagues within the locality, filing, photocopying and other general administrative duties.

Administering meetings within the locality, including preparing agendas and papers and taking action notes or minutes.

Assisting with HR administration for the locality by maintaining records of annual leave, monitoring mandatory training compliance and completing P forms.

Administration of the locality allocation/case management meeting(s), including sending letters to service users, updating S1 records, actioning tasks etc.

Answering telephone calls and responding appropriately.

Administration of the locality S1 unit including scanning documents onto S1 records, monitoring tasks, setting up rotas, electronically attaching documents to service user records etc.

Printing and preparing materials to support service delivery such as antenatal packs, training materials and service leaflets.

Monitoring and ordering of stock and other items as required.

Taking calls from clinicians at the end of the day in line with the lone working policy.

Coordinating the calibration of scales.

Completing other routine administration tasks as requested such as scanning, photocopying, etc.

Support the Single Point of Access where required.

Communication

Communicating positively with service users and their families, ensuring that all communications are appropriately directed.

Maintaining positive relationships and communicating with colleagues within the locality team.

The post holder will be required to handle sensitive information, such as staff personnel files, in a confidential manner.

Providing and receiving routine information from the following:

• Managers at all levels throughout Cambridgeshire Community Services NHS Trust (CCS)
• CCS employees
• Service users
• Contribute to CCS internal communication strategies ensuring effective two-way communication and engagement within the organisation

Patient and Public Engagement

To contribute to ensuring that CCS responsibilities to engage and consult with patients and the public are met in line with statutory requirements.

Budgetary Responsibility

Orders stationery and maintains stock control.

Authorised requisitioner on Oracle, responsible for ordering and receipt of goods for the locality.

Human Resources

Assisting Head of Locality and Team Leaders with HR administration, e.g. by maintaining records of annual leave, monitoring mandatory training compliance, recording sickness absence via ESR and completing P forms.

Maintaining own professional development and requirement to take part in appraisal and KSF process.

Acting as a super user for S1 and for administrative processes and providing assistance and informal training to clinical staff on these processes.

Demonstrating their own work practices to administrative staff new to the service.

Clinical and Practice Governance

Observe and maintain strict confidentiality with regards to any patient/family/staff/records and information in line with the requirements of the Data Protection Act.

Any data that is taken/shared as part of a phone call or transported, faxed or transferred electronically must be undertaken with regard to the Trust Information Governance and Information Security policies.

The post holder must adhere to the Trust risk assessment and risk management processes.

The post holder must adhere to infection control policies and procedures.

Undertake mandatory training and any other training relevant to the role as required by Cambridgeshire Community Services NHS Trust.

The post holder must participate in clinical and other audits as required.

The post holder is required to participate in relevant emergency preparedness process for their team.

Person Specification

Qualifications and Training

Essential

• oGCSE English and Maths Grade C and above or equivalent qualification
• oNVQ level 3 or equivalent experience

Desirable

• oNVQ level 3 in Customer Service or Business Administration

Experience

Essential

• oExperience within an administrative role
• oExperience of using Microsoft Office programmes such as Word, Outlook and Excel

Desirable

• oExperience of working within children's services or in an NHS environment
• oExperience of working in a customer service environment
• oExperience of using Systm 1

Skills and Knowledge

Essential

• oExcellent communication and interpersonal skills
• oWide knowledge of office procedures
• oExcellent keyboard skills
• oKnowledge of digital media.
• oExcellent time management skills
• oMinute taking
• oDemonstrates understanding of safeguarding issues

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.

Certificate of Sponsorship

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 Community Services NHS Trust

Address

Havenbridge House

North Quay

Great Yarmouth

NR30 1HZ

Employer's website

https://www.cambscommunityservices.nhs.uk/careers (Opens in a new tab)