Job vacancy: Administrator, Cambridgeshire and Peterborough NHS Foundation Trust, Cygnet Park, Hampton, Peterborough

Job summary

Main area: Administrator
Grade: Band 3
Contract: Permanent
Hours: Part time - 22.5 hours per week (Wednesday – Friday 08:30-16:30)
Job ref: 310-OPAC-6184705-A

Employer: Cambridgeshire and Peterborough NHS Foundation Trust
Employer type: NHS
Site: Peterborough Admin Hub
Town: Cygnet Park, Hampton, Peterborough
Salary: £22,816 - £24,336 Per Annum Pro Rata
Salary period: Yearly
Closing: Today at 23:59

Administrator

Band 3

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

Experience

Essential criteria

Experience of working in a busy and fast paced environment
Working with multiple people of various roles
Experience of planning and organising own workload
Experience of planning workload of staff within own span of control
Experience of administration duties & tasks

Desirable criteria

Experience in using computer programmes including health care IT systems
Experience of supporting a multi-disciplinary team

Education

Essential criteria

Educated to GCSE standard at 4-9 or A-C grade including English
Good command of written and spoken English.

Desirable criteria

Level 2 in Business Administration or equivalent experience

Skills & Abilities

Essential criteria

Excellent customer/patient care skills via written & verbal in person & telephone methods.
Good computer/IT literacy skills
Good Organisational Skills
Attention to detail & accuracy of work.
Able to work on own initiative
Able to work as part of a team.
Effective communicator
Able to work under occasional pressure/stress
Good listening skills
Flexible approach to work
Professional attitude.
Friendly and approachable

Knowledge & Understanding

Essential criteria

Clear understanding of the importance of confidentiality

Desirable criteria

Knowledge of Medical Terminology
Knowledge of Data Protection Act

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.

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.

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.

Please be advised we reserve the right to close adverts earlier than the closing date should we receive sufficient applications.