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Job summary

Main area
Community Rehabilitation Service Administration
Grade
Band 3
Contract
Permanent
Hours
Part time - 30 hours per week
Job ref
310-OPAC-5234729-H
Employer
Cambridgeshire and Peterborough NHS Foundation Trust
Employer type
NHS
Site
Kingfisher Admin Hub
Town
Huntingdon
Salary
£22,816 - £24,336 per annum pro rata
Salary period
Yearly
Closing
08/05/2024 23:59

Employer heading

Cambridgeshire and Peterborough NHS Foundation Trust logo

Administrator

Band 3

Job overview

*Previous applicants need not apply*

Here in the OPAC Admin Hubs we are passionate about supporting our staff to achieve, develop and progress in their careers. We are always on the lookout for applicants who have great admin skills, can demonstrate empathy and sensitivity with our patients and families and collaborate with our partners and services. In return we offer you the chance to really make a difference to our patients and services. 

OPAC Administration are recruiting an enthusiastic and motivated Administrator to support the Community Rehabilitation service to work Countywide localities, Huntingdon, Fenland, Peterborough and Cambourne Admin Hubs. 

The successful candidate will be providing general administration, administrative project & business support to a countywide service covering Cambridge, Fenland, Peterborough & Huntingdon liaising with clinicians and services users to ensure an effective, efficient & streamlined service. 

 Please do make contact if you would like to discuss the role further. 

 

Main duties of the job

  • Typing, proof reading and formatting all forms of correspondence, reports and summaries that are   required by the team.
  • Management of multiple Waiting Lists and Triage Lists.
  • Processing and extracting relevant information from Referrals ensuring enough information is included for the Clinical Triage Team
  • Communicating with Referrers appropriately and professionally via email or telephone.
  • Using multiple systems to capture service user input as per our agreements.
  • Provide operational support to colleagues, and clinical team.
  • Inputting and updating service user information accurately and service user/team activity on computerised information systems. Create detailed and accurate service user notes for every entry according to policy.
  • Scanning paper format correspondence and adding to service user record in good time and accurately, according to policy
  • Ensure good customer service by providing a professional and effective telephone service, taking accurate messages, and providing information and signposting as requested and appropriate

Working for our organisation

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.

Detailed job description and main 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.
  • Undertake diary management for clinicians and/or managers, as required.
  • Organise clinics and associated appointments for clinics, using appropriate systems to manage work.
  • Organise team meetings, take, transcribe, and distribute minutes accordingly as required.
  • Provide operational support to colleagues.
  • Deal with staff and service user requests that may be part of a cash office function as and when required, and in accordance with Trust procedures.
  • 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 filing in both paper and 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.
  • 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. 

Undertake other duties as may be reasonably required commensurate with the grade of the post. Please refer to the attached Job Description and Person Specification for full details of responsibilities. 

Person specification

Education / Qualifications

Essential criteria
  • Educated to GCSE standard at 4-9 or A-C grade including English.
  • Good command of written English.
Desirable criteria
  • Level 2 in Business Administration or equivalent experience

Experience

Essential criteria
  • Experience of working in a busy and demanding office/customer facing environment
  • Experience of planning and organising own workload
  • Experience of handling large workloads effectively
  • Working with multiple people of various roles.
  • Experience of administration duties & tasks

Skills & Abilities

Essential criteria
  • Excellent customer/patient care skills via written & verbal in person & telephone methods.
  • Able to work on own initiative.
  • Excellent organisational skills
Desirable criteria
  • Experience of communicating with a broad spectrum of Stakeholders effectively.

Knowledge & Understanding

Essential criteria
  • Clear understanding of confidentiality and the importance of maintaining confidentiality for patients

Employer certification / accreditation badges

NHS Pastoral Care Quality AwardApprenticeships logoNo smoking policyAge positiveDisability confident leaderInvestors in PeopleDefence Employer Recognition Scheme (ERS) - BronzeImproving working livesCare quality commission - GoodMindful employer.  Being positive about mental health.We offer Wagestream - A financial wellbeing benefit which lets you access your pay as you earn it.NHS Rainbow badgeStonewall equality policy. Equality and justice for lesbians, gay men, bisexual and trans people.Prince's Trust - Proud to support the Prince's trust - Youth can do itArmed Forces Covenant

Documents to download

Apply online now

Further details / informal visits contact

Name
Michelle Farrugia
Job title
Senior Administrator
Email address
[email protected]
Telephone number
07749 725833
Additional information

Monday - Friday 08:00-16:00

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