Administrator

Job overview

Previous applicants need not to apply

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.

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.

Working for our organisation

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 and empowering 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

Detailed job description and main 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

• Educated to GCSE standard
• RSA stage II/NVQ Level 2 in Administration or equivalent
• Good command of written English.

Experience

• 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

• Previous experience of working in an NHS office environment.

Skills & Abilities

• 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

• Knowledge of Data Protection Act
• Knowledge of Systmone

Knowledge & Understanding

• Understanding of confidentiality and the importance of maintaining confidentiality for patients.

Physical Requirements

• Ability to spend prolonged periods using a computer

Here at Cambridgeshire and Peterborough NHS Foundation Trust (CPFT) we are dedicated to providing high quality care with compassion. We deliver many of the NHS services that are provided outside of hospital and in the community such as physical, mental health and specialist services.

We are a health and social care organisation, offering a wide range of services, including:

• Integrated physical and mental health services for adults and older people;
• Specialist mental health and learning disability services;
• Children and young people’s mental health services;
• Children’s community services in Peterborough;
• Social care;
• Ground-breaking research

We strongly encourage applications from all sections of the community, particularly from under-represented groups including disabled people and members of our ethnic minorities and LGBTQ+ communities. For further information about our positive equality, diversity and Inclusion work, please visit https://www.cpft.nhs.uk/equalityanddiversity.

CPFT is looking to build upon its pool of temporary workers with Temporary Staffing Services (TSS). You will be asked at interview if you would be willing to register with TSS. This is an excellent opportunity for those looking to take on additional hours that are flexible around your personal circumstances.

Please be advised that in line with the WHO Health Workforce Support and Safeguards List, 2020 Cambridgeshire and Peterborough NHS Foundation Trust currently are unable to accept applications from overseas candidates whose country of residence is classed as a ‘Red List’ country.

Applicants who require entry into the UK will be required to provide a valid police certificate from the relevant authority from each country (except the UK) where the applicant has been present for 12 months or more, 10 years before the date of visa application, while aged 18 or over.

If you are successful at interview you will be subject to pre-employment checks, including a DBS (if appropriate), references and Occupational Health. To ensure a smooth process please bring all identity documents to your interview. A list of required identity documents will be attached to your interview invitation.

All communications will be sent to you via TRAC Systems. By applying for this post you are agreeing to CPFT transferring the information contained in this application to TRAC. If you are made an offer, information will also be transferred into the national NHS Electronic Staff Records system.