Job summary
The Children's, Young People and Families Administration Hub are recruiting a full time (37.5 hours) member of staff based at the Croft, on the Ida Darwin site. Are you an enthusiastic and caring administrator, eager to join an admin team in supporting a Modern Matron and clinical team for the Tier 4 and Specialist Services. based in Fulbourn, Cambridge?
The ideal candidate will have a strong team work ethic, sense of accountability, friendly, positive, professional outlook, accompanied by an ability to work under pressure at times and have a proven administrative background.
In return we will provide the necessary support to ensure your development within your role. We are keen to support and develop our staff through a clear career pathway and encourage promotional opportunities within the Trust.
If you are looking for a new challenge, enjoy variety in your work and wish to be part of a well-established and successful team striving to make a difference, then we want to hear from you.
Main duties of the job
The post holder will provide a comprehensive administrative service to the Tier 4 Children, Young People and Families' Inpatient Wards. You will be required to provide cover across the inpatient units.
About us
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 andempowering 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
Job description
Job 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.
- Undertake diary management for clinicians and/or managers, as required.
- Organise team/ward meetings, take, transcribe, and distribute minutes accordingly.
- Organise clinics and associated appointments for clinics, using appropriate brought forward systems to manage work.
- Provide operational support to colleagues, and supervision of Band 2 administration staff within the team, if required, as directed by Line Manager.
- Deal with staff and service user requests that may be part of a cash office functions 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 members of the admin team in their absence and assist with their workloads as necessary and undertake such other duties as may be reasonably required commensurate with the grade of the post.
- Support Bed Finding process, with checking inbox and sending F1 forms to referrals unit.
Job description
Job 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.
- Undertake diary management for clinicians and/or managers, as required.
- Organise team/ward meetings, take, transcribe, and distribute minutes accordingly.
- Organise clinics and associated appointments for clinics, using appropriate brought forward systems to manage work.
- Provide operational support to colleagues, and supervision of Band 2 administration staff within the team, if required, as directed by Line Manager.
- Deal with staff and service user requests that may be part of a cash office functions 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 members of the admin team in their absence and assist with their workloads as necessary and undertake such other duties as may be reasonably required commensurate with the grade of the post.
- Support Bed Finding process, with checking inbox and sending F1 forms to referrals unit.
Person Specification
Education / Qualifications
Essential
- Educated to GCSE/GCE standard
- Good command of written English
- RSA Stage II/NVQ Level 2 in Administration or equivalent
Experience
Essential
- 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
Desirable
- Previous experience of working in a NHS Office environment
- Experience in using computer programmes including health care IT systems
- Lived experience of mental health
Skills and Abilities
Essential
- Excellent customer care skills
- Excellent standard of typing/audio skills (50wpm)
- Good IT skills (MS Office)
- Good organisational skills
- Excellent telephone manner
- Ability to adopt an appropriate style and method of communication and deal effectively with people
- Ability to work on own initiative
- Ability to work under occasional pressure/stress
- Ability to deal with typing letters or reports which may contain distressing information
- Ability to work as part of a team
- Good listening skills
- Flexible approach to work
- Professional attitude towards service users and their families
- Friendly and approachable
Desirable
- Knowledge of medical terminology
- Knowledge of Data Protection Act
Knowledge and Understanding
Essential
- Clear understanding of confidentiality and the importance of maintaining confidentiality for patients
Other Requirements
Essential
- Ability to travel to other Trust sites, if required
Person Specification
Education / Qualifications
Essential
- Educated to GCSE/GCE standard
- Good command of written English
- RSA Stage II/NVQ Level 2 in Administration or equivalent
Experience
Essential
- 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
Desirable
- Previous experience of working in a NHS Office environment
- Experience in using computer programmes including health care IT systems
- Lived experience of mental health
Skills and Abilities
Essential
- Excellent customer care skills
- Excellent standard of typing/audio skills (50wpm)
- Good IT skills (MS Office)
- Good organisational skills
- Excellent telephone manner
- Ability to adopt an appropriate style and method of communication and deal effectively with people
- Ability to work on own initiative
- Ability to work under occasional pressure/stress
- Ability to deal with typing letters or reports which may contain distressing information
- Ability to work as part of a team
- Good listening skills
- Flexible approach to work
- Professional attitude towards service users and their families
- Friendly and approachable
Desirable
- Knowledge of medical terminology
- Knowledge of Data Protection Act
Knowledge and Understanding
Essential
- Clear understanding of confidentiality and the importance of maintaining confidentiality for patients
Other Requirements
Essential
- Ability to travel to other Trust sites, if required
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.
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).
Additional information
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.
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).
