Administration Apprentice

Job description

Job responsibilities

Main Duties and Responsibilities

The post holder will be trained over the course of their employment to provide high quality administrative support within Community Paediatric service.

Support the Community Paediatric admin team to deal with correspondence and other contacts from service users and professionals, to ensure that any follow up actions are progressed efficiently and effectively.

Record all details of any contacts with service users and other professionals using SystmOne and other computer programmes appropriately.

Completing administration tasks on SystmOne including scanning documents onto patient records, checking tasks and registering service users, creating and sending letters

To provide administration support to team including dealing with post, emails, answering the telephone and telephone messages, photocopying, scanning, minute taking

Supporting the team with any administrative functions appropriate to apprenticeship level.

Support the maintenance of effective stock levels of equipment and office supplies.

Undertake delegated tasks and projects as required.

Complete the Level 2 Customer Service Apprenticeship within time of contract.

Communication

Work closely with members of Community Paediatric Admin Team.

Work with employees at all levels to provide a high-quality administrative service.

Uphold the reputation and values of Cambridgeshire Community Services NHS Trust.

Maintain positive relationships and communication with colleagues across the service.

Handle sensitive information provided by service users in a confidential manner.

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

People Management

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

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, 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.

General

Safeguarding people responsibility

Safeguarding children and adults at risk of abuse or neglect is a collective responsibility.

There is an expectation that all staff develop and maintain their role relevant safeguarding people competencies and comply with local safeguarding partnerships practice. Alongside this employee who are registrants are reminded of their professional duty of care.

Safeguarding means protecting a citizens health, wellbeing, and human rights; enabling them to live free from harm, abuse and neglect.

It is an integral part of providing high-quality health care.

Those most in need of protection include:

• Children and young people
• Adults at risk, such as those receiving care in their own home, people with physical, sensory, and mental impairments, and those with learning disabilities.

The post holder must at all times carry out their duties with regard to Cambridgeshire Community Services NHS Trust Workforce Diversity and Inclusion Policy.

To be aware of the responsibilities of all employees to maintain a safe and healthy environment for patients, visitors, and staff.

All post holders must adhere to the code of conduct on confidentiality and be aware of and adhere to all Trust policies and procedures.

This job description is intended only as a guide to the range of duties involved. The post holder will need to be flexible and adaptable in order to respond to other duties that may be required from time to time and the changes and developments within the Trust.

Person Specification

Qualifications & Training

Essential

• Level 1 English and Maths qualifications i.e. GCSE A-G or Level 1 functional skills or key skills (or equivalent)
• Must be willing to undertake and successfully complete the Level 2 Customer Service within the 18 month contract of employment

Knowledge & Skills

Essential

• Accuracy and attention to detail
• Basic computer skills - confident in various software packages including email and Microsoft Office
• Ability to use own initiative and judgement to prioritise
• Able to manage self-study for apprenticeship

Desirable

• Evidence of effectively working to deadlines

Experience

Essential

• Microsoft office software including Excel, Word, Outlook
• Communicating with a range of people by phone, in person and via email

Desirable

• Team working
• Have had Some work experience; paid, unpaid, voluntary, school work experience placement

Additional Requirements

Essential

• Must be 16+ years old and have left school
• Must have the right to work in this country and have been resident for a minimum of 3 years

Safeguarding

Essential

• Awareness of factors that might make children and young people/adults vulnerable/indicate safeguarding concerns

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.

UK Registration

Applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new window).

Employer details

Employer name

Cambridgeshire Community Services NHS Trust

Address

The Oak Tree Centre / The Peacock Centre

1 Oak Drive

Huntingdon / Cambridge

PE29 7HN

Employer's website

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