Job summary
An exciting opportunity has arisen for an enthusiastic and committed Full Time Administration Assistant to provide high quality services to the community who use the Integrated Contraception and Sexual Health (iCaSH) services across Milton Keynes. Your main base will be 624 South Fifth Street.
To provide call taker, reception, front of house, appointment booking for patients and additional administration support function to the iCaSH service clinical and non-clinical teams.
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.
37.5 hours per week, Monday - Thursday shifts either 0900-1700 or 1200-2000 and 1 Saturday in 4 (09.00- 13.00) - TOIL taken for hours during week
Should we receive a high number of applications we reserve the right to close this vacancy at any point after 31st October 2025
Main duties of the job
Maintain accurate patient records both manual and electronic in accordance with the organisation's Record Keeping Policy.
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.
Update and process patient demographics on the clinical system and associated booking/check in/waiting list processes.
Open, sort and prioritise clinic mail. Scanning of relevant client medical records, laboratory reports and other clinic correspondence onto the electronic patient record.
Provide administration support to the iCaSH Service secretaries if required.
Update and process patient demographics on the clinical system and associated booking/check in/waiting list processes.
Open, sort and prioritise clinic mail. Scanning of relevant client medical records, laboratory reports and other clinic correspondence onto the electronic patient record.
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
Communication
Facilitate communication with patients and booking of appointments for clinics via relevant contact methods (for example, telephone, online booking, direct messaging and chat functions) using the clinical system and other local booking/waiting list processes.
Respond to routine enquiries and requests for information, passing information onto relevant colleagues as appropriate and in a timely manner.
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
Communication
Facilitate communication with patients and booking of appointments for clinics via relevant contact methods (for example, telephone, online booking, direct messaging and chat functions) using the clinical system and other local booking/waiting list processes.
Respond to routine enquiries and requests for information, passing information onto relevant colleagues as appropriate and in a timely manner.
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
Skills
Essential
- Understand working with vulnerable people
- Ability to Maintain good relationships with colleagues and Professional staff
- Excellent organisational skills/telephone and communication skills and ability to prioritise and plan ahead
- Working with sensitive information and protecting confidentiality
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 administrative 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
- Proven experience of using the Lille clinical system
- Knowledge of medical terminology
Person Specification
Skills
Essential
- Understand working with vulnerable people
- Ability to Maintain good relationships with colleagues and Professional staff
- Excellent organisational skills/telephone and communication skills and ability to prioritise and plan ahead
- Working with sensitive information and protecting confidentiality
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 administrative 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
- Proven experience of using the Lille clinical system
- Knowledge of medical terminology
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).
