Job summary
We are currently looking to recruit an enthusiastic and motivated full-time administrator based in Fulbourn Hospital, Fulbourn, Cambs (must work in the office).
This particular role is within the crisis mental health team and will be supporting the nurses and Psychiatrists to provide admin support in the older people's mental health wards. We aim to ensure the provision of a professional and competent service, as well as offering excellent customer care to patients, families and colleagues. We aim to do so by ensuring professional leadership, excellent training and development opportunities for admin staff.
For further information relating to this role please contact Sharon Webb on 0330 8080765.
Main duties of the job
The post holder will be responsible for providing efficient, effective and timely administrative support for the mental health team. Such support will include liaison with external referrers, Trust staff and Admin colleagues to ensure effective communication and administrative systems are maintained for the receipt and onward delivery of all referrals for all Divisions.
If you are looking for a new challenge, enjoy variety in your work and wish to be part of a team striving to make a difference for our community by supporting people with mental health or learning disability needs then we want to hear from you.
About us
Cambridgeshire & Peterborough NHS Foundation Trust is a health & social care organisation dedicated to providing high quality care with compassion to improve the health & wellbeing of the people we care for, as well as supporting & empowering them to lead a fulfilling life.
Our clinical teams deliver many NHS services not only via inpatient and primary care setting but also with the community. These services include Children, Adult & Older Peoples mental & physical health, Forensic & Specialist mental health, Learning Disabilities, Primary Care & Liaison psychiatry, Substance misuse, Social care, Research & Development.
To achieve our goal, we look to recruit high calibre candidates that share our vision & values. As an equal opportunities employer, we encourage applications from all sectors of the community, particularly from under-represented groups including disabled people & members of our ethnic minorities & LGBTQ+ communities.
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.
- Record information in the chosen software timely and accurately.
- Deal with difficult callers in a calm and professional manner.
- Attend and book rooms for team meetings, take, transcribe and distribute minutes on a weekly basis.
- 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.
- Maintain filing in 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.
- To register referrals, maintain administration resulting from clinics, including appointment bookings and cancellations
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.
- Record information in the chosen software timely and accurately.
- Deal with difficult callers in a calm and professional manner.
- Attend and book rooms for team meetings, take, transcribe and distribute minutes on a weekly basis.
- 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.
- Maintain filing in 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.
- To register referrals, maintain administration resulting from clinics, including appointment bookings and cancellations
Person Specification
Education / Qualification
Essential
- oEducated to GCE/GCSE standard
- oRSA stage II/NVQ Level 2 in Administration or equivalent
- oGood command of written English
Experience
Essential
- oExperience 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
- oMinute taking for regular team meetings, weekly and monthly
Desirable
- oPrevious experience of working in an NHS office environment.
- oExperience of supervising staff.
Skills & Abilities
Essential
- oExcellent customer care skills.
- oExcellent standard of typing/audio skills using word processor (50wpm).
- oGood IT skills (MS Office)
- oExcellent telephone manner.
- oAbility to work as part of a team.
- oFriendly and approachable.
Desirable
- oKnowledge of medical terminology
- oKnowledge of Data Protection Act
- oSystmone/RIO/Mosaic/Swift/BigHand
Knowledge & Understanding
Essential
- oUnderstanding of confidentiality and the importance of maintaining confidentiality for patients.
Physical requirements
Essential
- oAbility to spend prolonged periods using a computer
Other
Essential
- oRecognise people's right to privacy and dignity, treating every person with respect
- oWillingness to be flexible in approach and attitude
Person Specification
Education / Qualification
Essential
- oEducated to GCE/GCSE standard
- oRSA stage II/NVQ Level 2 in Administration or equivalent
- oGood command of written English
Experience
Essential
- oExperience 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
- oMinute taking for regular team meetings, weekly and monthly
Desirable
- oPrevious experience of working in an NHS office environment.
- oExperience of supervising staff.
Skills & Abilities
Essential
- oExcellent customer care skills.
- oExcellent standard of typing/audio skills using word processor (50wpm).
- oGood IT skills (MS Office)
- oExcellent telephone manner.
- oAbility to work as part of a team.
- oFriendly and approachable.
Desirable
- oKnowledge of medical terminology
- oKnowledge of Data Protection Act
- oSystmone/RIO/Mosaic/Swift/BigHand
Knowledge & Understanding
Essential
- oUnderstanding of confidentiality and the importance of maintaining confidentiality for patients.
Physical requirements
Essential
- oAbility to spend prolonged periods using a computer
Other
Essential
- oRecognise people's right to privacy and dignity, treating every person with respect
- oWillingness to be flexible in approach and attitude
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
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).
