Job summary
An opportunity has arisen for 1 x part time Administrator with the CPFT Operations Hub (25 hours per week - 9am - 2pm. We currently operate a hybrid model of working between home and our Phorpres Close, Peterborough base with Sunday working on a rota basis.
The Operations Hub is a welcoming, friendly and supportive small team working within the Older People, Adults and Community (OPAC) directorate. If you are someone with a meticulous approach, attention to detail and able to work to tight deadlines as needed, this may be the position for you.
Main duties of the job
Good Microsoft skills are essential, specifically Excel and Teams experience are a crucial part of this role. The main duties of this role are:
- Updating patient tracker lists, via excel spreadsheet
- Minute taking
- Management of a shared team e-mail in-box
- Administration of documents within Microsoft Teams pages
- Uploading referrals onto clinical system (SystmOne)
- Responding to and managing tasks from clinicians within the clinical system
- Other ad hoc admin duties as required
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
- Typing all forms of correspondence, reports and summaries that are required by the team.
- Undertake diary management for clinicians and/or managers, as required.
- 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.
- 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. Working within Excel and Teams to update Operations Hub documentation.
- 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.
Job description
Job responsibilities
Please refer to the attached job description and person specification for full details of responsibilities
- Typing all forms of correspondence, reports and summaries that are required by the team.
- Undertake diary management for clinicians and/or managers, as required.
- 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.
- 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. Working within Excel and Teams to update Operations Hub documentation.
- 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.
Person Specification
Experience
Essential
- Experience of working in a busy and fast paced environment
- Working with multiple people of various roles.
- Experience of planning and organising own workload
- Evidence of administration duties and tasks
Desirable
- Experience of supporting a multi-disciplinary team
- Experience in using computer programmes including health care IT systems
Skillls and Abilities
Essential
- Effective communicator
- Good organisational skills
- Good computer / IT literacy skills
- Attention to detail and accuracy of work
- Able to work on own initiative.
- Good listening skills
- Professional attitude
- Friendly and approachable
- Able to work as part of a team.
Education / Qualifications
Essential
- Educated to GCSE standard at grade 4-9 / A-C including English
- Good command of written and spoken English
Desirable
- Level 2 in Business Administration of equivalent
Knowledge and Understanding
Essential
- Clear understanding of the importance of confidentiality
Desirable
- Knowledge of Data Protection Act
Other Requirements
Essential
- Ability to travel to other Trust sites
- Weekend working on a rota basis
Person Specification
Experience
Essential
- Experience of working in a busy and fast paced environment
- Working with multiple people of various roles.
- Experience of planning and organising own workload
- Evidence of administration duties and tasks
Desirable
- Experience of supporting a multi-disciplinary team
- Experience in using computer programmes including health care IT systems
Skillls and Abilities
Essential
- Effective communicator
- Good organisational skills
- Good computer / IT literacy skills
- Attention to detail and accuracy of work
- Able to work on own initiative.
- Good listening skills
- Professional attitude
- Friendly and approachable
- Able to work as part of a team.
Education / Qualifications
Essential
- Educated to GCSE standard at grade 4-9 / A-C including English
- Good command of written and spoken English
Desirable
- Level 2 in Business Administration of equivalent
Knowledge and Understanding
Essential
- Clear understanding of the importance of confidentiality
Desirable
- Knowledge of Data Protection Act
Other Requirements
Essential
- Ability to travel to other Trust sites
- Weekend working on a rota basis
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).
