Job summary
OPAC Administration Services are recruiting a enthusiastic and motivated Administrators to support the Community Rehabilitation Service.
The successful candidate will be providing patient focused administration support to a countywide service covering Cambridge, Fenland, Peterborough & Huntingdon liaising with our physiotherapists and occupational therapists and services users to ensure an effective, efficient & streamlined service.
The roles will be based at our Admin hubs in Huntingdon, Cambourne, Peterborough or Doddington.
We currently have two full-time vacancies, equating to a total of 75 hours per week. However, we welcome applications from candidates seeks either full-time or part-time administrative roles to collectively fulfil these hours.
Please do make contact if you would like to discuss the role further.
Please note for this role you will be required to travel independently around the county meeting strict time deadlines
Main duties of the job
The role involves providing comprehensive administrative support to occupational therapy and physiotherapy services.
Responsibilities include processing referrals, managing waiting and triage lists, maintaining accurate service user records, and handling correspondence and data across multiple IT systems.
The postholder will communicate professionally with referrers, clinicians, and service users, deliver an effective telephone service, coordinate interpreters, and support team operations through scanning, record management, and training of new staff.
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
- Management and coordination of inbound and outbound communications and correspondence across multiple formats and channels.
- Responsible for the efficient coordination of appointment scheduling and proactive management of waiting lists to ensure timely access and optimal service delivery.
- 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.
- Process and triage referrals across multiple pathways, applying specialist knowledge to ensure accurate prioritisation and appropriate allocation in line with service protocols.
- Effectively manage a high volume of incoming calls while navigating multiple systems and applying specialist knowledge to deliver a professional, responsive, and solution-focused service.
- Utilise both internal and external partner systems to efficiently manage workload, ensuring tasks are completed accurately, collaboratively, and in line with service standards.
- Handle telephone-based electronic payments and banking transactions with accuracy and security, ensuring compliance with financial procedures while delivering a professional and customer-focused service.
- Collect patient feedback to support continuous improvement and ensure the delivery of high-quality, patient-centred services.
- Manage and process incoming and outgoing mail in accordance with various established postal protocols and organisational procedures, ensuring secure and timely handling of all correspondence.
- Provide operational support, supervision, training, mentorship and cover to/of colleagues as directed by line manager.
- Providing a high level of administrative support to our clinical teams, building good professional relationships whilst setting & ensuring remit boundaries.
Job description
Job responsibilities
Please refer to the attached job description and person specification for full details of responsibilities
- Management and coordination of inbound and outbound communications and correspondence across multiple formats and channels.
- Responsible for the efficient coordination of appointment scheduling and proactive management of waiting lists to ensure timely access and optimal service delivery.
- 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.
- Process and triage referrals across multiple pathways, applying specialist knowledge to ensure accurate prioritisation and appropriate allocation in line with service protocols.
- Effectively manage a high volume of incoming calls while navigating multiple systems and applying specialist knowledge to deliver a professional, responsive, and solution-focused service.
- Utilise both internal and external partner systems to efficiently manage workload, ensuring tasks are completed accurately, collaboratively, and in line with service standards.
- Handle telephone-based electronic payments and banking transactions with accuracy and security, ensuring compliance with financial procedures while delivering a professional and customer-focused service.
- Collect patient feedback to support continuous improvement and ensure the delivery of high-quality, patient-centred services.
- Manage and process incoming and outgoing mail in accordance with various established postal protocols and organisational procedures, ensuring secure and timely handling of all correspondence.
- Provide operational support, supervision, training, mentorship and cover to/of colleagues as directed by line manager.
- Providing a high level of administrative support to our clinical teams, building good professional relationships whilst setting & ensuring remit boundaries.
Person Specification
Education
Essential
- Educated to GCSE standard at 4-9 or A-C grade including English.
- High level of written and spoken English.
Desirable
- Level 2 in Business Administration or equivalent experience
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
- Experience of administration duties & tasks
Desirable
- Experience of working in an NHS environment preferably an NHS office environment.
- Experience in using computer programmes including health care IT systems
Skills & Abilities
Essential
- Good organisational skills
- Good computer/IT literacy skills
- Effective communicator with the ability to adopt an appropriate style & method of communication.
- Attention to detail & accuracy of work.
- Able to work on own initiative
- Able to work as part of a team.
- Able to work under occasional pressure/stress.
Knowledge & Understanding
Essential
- Clear understanding of the importance of confidentiality
Desirable
- Knowledge of Data Protection Act
Person Specification
Education
Essential
- Educated to GCSE standard at 4-9 or A-C grade including English.
- High level of written and spoken English.
Desirable
- Level 2 in Business Administration or equivalent experience
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
- Experience of administration duties & tasks
Desirable
- Experience of working in an NHS environment preferably an NHS office environment.
- Experience in using computer programmes including health care IT systems
Skills & Abilities
Essential
- Good organisational skills
- Good computer/IT literacy skills
- Effective communicator with the ability to adopt an appropriate style & method of communication.
- Attention to detail & accuracy of work.
- Able to work on own initiative
- Able to work as part of a team.
- Able to work under occasional pressure/stress.
Knowledge & Understanding
Essential
- Clear understanding of the importance of confidentiality
Desirable
- Knowledge of Data Protection Act
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).
Employer details
Employer name
Cambridgeshire and Peterborough NHS Foundation Trust
Address
Huntingdon, Cambourne, Peterborough or Doddington
Kingfisher House Kingfisher Way
Huntingdon
PE29 6FH
Employer's website
https://www.cpft.nhs.uk/ (Opens in a new tab)
