Job summary
iCaSH Cambridgeshire (Huntingdon) - Administration Assistant - 15hrs weekly, Band 2
An exciting opportunity has arisen for an enthusiastic, committed and experienced Administration Assistant, Band 2, to provide a high-quality service to the community who use the Integrated Contraception and Sexual Health (iCaSH) Services across Cambridgeshire.
This is an exciting permanent opportunity for an experienced Administration Assistant part time within the iCaSH Cambridgeshire Service in Huntingdon. We are looking for an enthusiastic person who has 'front of house', call taking and appointment booking experience, with a demonstrable ability to develop a warm and welcoming rapport with people who use our services.
You have a keen eye for detail and have an understanding of the sensitivity and confidentiality involved in the delivery of a contraception, sexual health and HIV service.
The service operates Monday to Friday, with evening clinics each week. We also provide outreach services. You must be willing to work across all parts of the service where appropriate.
You will be part of a dynamic team who ensure the efficient and effective use of available resources, in meeting the contraception, sexual health and HIV care and treatment needs of people in and around Cambridgeshire.
Should we receive a high number of applications we reserve the right to close this vacancy at any point after the 21st July 2025.
Main duties of the job
Facilitate communication with patients booking of appointments for clinics via relevant contact methods for example, answering calls for our 0300 telephone line, online booking, direct messaging and chat functions, using the clinical system and other local booking/waiting list processes.
Update and process patient demographics on the clinical system and associated booking/check in/waiting list processes.
Maintain accurate patient records both manual and electronic in accordance with the organisation's Record Keeping Policy.
Respond to routine enquiries and requests for information, passing information onto relevant colleagues as appropriate and in a timely manner.
When required; receive, sort, distribute and dispatch all mail, ensuring all outgoing mail is appropriately processed and ready for collection at the appropriate time.
About us
Rated 'Outstanding' by the Care Quality Commission, we are proud to provide high quality innovative services across most of the east of England that enable people to receive care closer to home and live healthier lives.
There's one reason why our services are outstanding - and that's our amazing staff who, for the seventh year running, rated us incredibly highly in the national staff survey.
If you share our passion for innovative and high-quality care delivery, then please submit your application and join us on our exciting journey as a leading-edge specialist community provider. All are welcome to apply and our promise to you is a culture which prioritises staff engagement and development.
Job description
Job responsibilities
Act as the first point of contact to patients and visitors, ensuring all enquires and contact with iCaSH are dealt with in a welcoming, friendly, efficient, courteous and professional manner, promptly and prioritising as required dependant on urgency of enquiry.
When required; receive, sort, distribute and dispatch all mail, ensuring all outgoing mail is appropriately processed and ready for collection at the appropriate time.
When required, take bookings for meeting rooms.
Assist with archiving of clinical notes in line with NHS Trust Retention and Disposal Policy.
Provide administration support to the iCaSH Service secretaries if required.
Open, sort and prioritise clinic mail. Scanning of relevant client medical records, laboratory reports and other clinic correspondence onto the electronic patient record.
Key working relationships
- The general public including patients and their families if appropriate
- Head of iCaSH Services
- iCaSH Service Manager
- Service Support Lead
- Clinical Nurse Manager
- Administration Team
- iCaSH Locality Team
- iCaSH Clinical Team
- iCaSH Medical Team
- Other Cambridgeshire Community Services employees
- iCaSH/CCS Subcontracted Services
- External/Third party organisations
Budgetary Responsibility
Contribute to the financial delivery and sustainability of the department objectives.
Support with stock control and ordering as required.
People Management
Maintain own professional development and participate in The Trusts appraisal and KSF process.
Participate/support in clinical audit, service development and research projects if required.
Clinical and Practice Governance
Observe and maintain strict confidentiality with regards to any patient/family/staff/records and information in line with the requirements of the Data Protection Act.
Any data that is taken/shared as part of a phone call or transported, faxed or transferred electronically must be undertaken with regard to the Trust Information Governance and Information Security policies.
The post holder must adhere to the Trust risk assessment and risk management processes.
The post holder must adhere to infection prevention and control policies and procedures.
Undertake mandatory training and any other training relevant to the role as required by Cambridgeshire Community Services NHS Trust.
The post holder should participate in Clinical & Safeguarding audits, research and service redesign and development projects as required.
The post holder is required to participate in relevant emergency preparedness process for their team.
Job description
Job responsibilities
Act as the first point of contact to patients and visitors, ensuring all enquires and contact with iCaSH are dealt with in a welcoming, friendly, efficient, courteous and professional manner, promptly and prioritising as required dependant on urgency of enquiry.
When required; receive, sort, distribute and dispatch all mail, ensuring all outgoing mail is appropriately processed and ready for collection at the appropriate time.
When required, take bookings for meeting rooms.
Assist with archiving of clinical notes in line with NHS Trust Retention and Disposal Policy.
Provide administration support to the iCaSH Service secretaries if required.
Open, sort and prioritise clinic mail. Scanning of relevant client medical records, laboratory reports and other clinic correspondence onto the electronic patient record.
Key working relationships
- The general public including patients and their families if appropriate
- Head of iCaSH Services
- iCaSH Service Manager
- Service Support Lead
- Clinical Nurse Manager
- Administration Team
- iCaSH Locality Team
- iCaSH Clinical Team
- iCaSH Medical Team
- Other Cambridgeshire Community Services employees
- iCaSH/CCS Subcontracted Services
- External/Third party organisations
Budgetary Responsibility
Contribute to the financial delivery and sustainability of the department objectives.
Support with stock control and ordering as required.
People Management
Maintain own professional development and participate in The Trusts appraisal and KSF process.
Participate/support in clinical audit, service development and research projects if required.
Clinical and Practice Governance
Observe and maintain strict confidentiality with regards to any patient/family/staff/records and information in line with the requirements of the Data Protection Act.
Any data that is taken/shared as part of a phone call or transported, faxed or transferred electronically must be undertaken with regard to the Trust Information Governance and Information Security policies.
The post holder must adhere to the Trust risk assessment and risk management processes.
The post holder must adhere to infection prevention and control policies and procedures.
Undertake mandatory training and any other training relevant to the role as required by Cambridgeshire Community Services NHS Trust.
The post holder should participate in Clinical & Safeguarding audits, research and service redesign and development projects as required.
The post holder is required to participate in relevant emergency preparedness process for their team.
Person Specification
Knowledge and skills
Essential
- Ability to maintain good relationships with colleagues and Professional staff
- Excellent organisational skills/telephone and communication skills and ability to prioritise
- Working with sensitive information and protecting confidentiality
- Excellent communication skills
Desirable
- Knowledge of the application of administrative systems and programmes in healthcare
Qualifications and training
Essential
- Educated to GCSE level English and Maths or equivalent
- Competent operator of computers and software
Desirable
- Knowledge of the full range of secretarial procedures, software programmes and medical terminology
Experience
Essential
- Proven experience of using Microsoft Office
- Ability to use own initiative/ work to deadlines
- Experience of working in a constantly changing environment
Desirable
- Experience in NHS or Healthcare clinic
- Previous experience in a clinical setting
Person Specification
Knowledge and skills
Essential
- Ability to maintain good relationships with colleagues and Professional staff
- Excellent organisational skills/telephone and communication skills and ability to prioritise
- Working with sensitive information and protecting confidentiality
- Excellent communication skills
Desirable
- Knowledge of the application of administrative systems and programmes in healthcare
Qualifications and training
Essential
- Educated to GCSE level English and Maths or equivalent
- Competent operator of computers and software
Desirable
- Knowledge of the full range of secretarial procedures, software programmes and medical terminology
Experience
Essential
- Proven experience of using Microsoft Office
- Ability to use own initiative/ work to deadlines
- Experience of working in a constantly changing environment
Desirable
- Experience in NHS or Healthcare clinic
- Previous experience in a clinical setting
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.
