Job summary iCaSH Peterborough - Administration Lead - 30hrs, Band 4 An exciting opportunity has arisen for an enthusiastic, committed & experienced Admin Lead, Band 4, to provide a high-quality service to the community who use the Integrated Contraception & Sexual Health (iCaSH) Services across Peterborough. This is an exciting permanent opportunity for an experienced Administrator to lead part time within the iCaSH Peterborough Service in the City Centre. We are looking for an enthusiastic person who has excellent communication skills with the ability to work unsupervised. Your main responsibilities will be to provide comprehensive administrative support to Consultants & other team members. You will have an understanding of the sensitivity & confidentiality involved in the delivery of a contraception, sexual health & HIV service. The service operates Monday to Saturday, with evening clinics each week. We also provide outreach services. You must be willing to work across all parts of the service where appropriate, including evenings & weekends, & be able to meet the travel requirements of the Trust. Working Pattern: Mon to Thurs, including some evenings and 1 Saturday a month on a rota. For further information, and to arrange an informal visit, please contact: Natalie Newell, deputy Clinical Nurse Manager. Email: natalie.newell2nhs.net Main duties of the job 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 & treatment needs of people in & around Peterborough. Receive, review and process complex patient information, accurately up dating the confidential patient's record The post holder will lead the "Front of House" reception service for patients attending the service Work to local guidelines as well as independently planning and organising own time to ensure workloads are prioritised and completed in agreed timeframes Be the main point of contact regarding the full range of office procedures, including non-routine enquires, medical terminology and software programmes exercising judgement and analysis through knowledge and skills acquired through further experience and education Provide administrative support or nominated deputy for meetings associated with the workings of the locality ensuring agendas and supporting papers are drawn up and circulated, attend relevant meetings and minute as required producing accurate minutes for circulating. Provide training and support demonstrating administrative duties to new starters, allocating and checking work of other office staff Co-ordinate administrative staff rota/s, annual leave, sickness, personal development review and other records as required and maintain these for the identified workforce in line with Trust requirements 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. Date posted 10 February 2025 Pay scheme Agenda for change Band Band 4 Salary £26,530 to £29,114 a year pro rata Contract Permanent Working pattern Part-time, Flexible working Reference number 448-AMB-6993211 Job locations iCaSH Peterborough Kings Chambers, 39-41 Priestgate Peterborough PE1 1JL Job description Job responsibilities Receive and welcome all patients, visitors and colleagues The post holder will be required to work with computers/display screen equipment for prolonged periods, frequently sitting inputting data and word processing. The post holder will lead the reporting of local, regional and national data extraction supporting the Service Support Lead in any relevant submissions. Provide and receive verbal and written information with patients, staff and carers communicating effectively using confident interpersonal skills, tact and persuasive skills. Maintain a tidy office ensuring all patient identifiable information is securely stored at the end of each working day Plan and organise own time and meetings or events for the department Attend meetings, courses and professional events as appropriate providing feedback or creating meeting minutes as required. Ensure care and proper use of Trust equipment and supplies Manage the supply, collation and analysis of administrative audits and patient feedback surveys ensuring the department is continually listening, reviewing and updating Be accountable for own work and take responsibility for own continuing professional development Be aware of and comply with all Trust policies and procedures. Be aware of and comply with all local departmental policies and procedures Undertake surveys or audits participating in continuous review and update of relevant policies and procedures within the locality Be an expert user of all relevant software applications including; Trust Intranet, Idox Lilie, ESR, email and dictation hard/software Maintain a happy and supportive work environment The post holder will be required to deal with an unpredictable workload and will need to maintain concentration to ensure accuracy and efficiency The post holder may be required to process distressing or emotional information relating to service users, e.g. processing patients clinical history described in patient records Plan and maintain an effective administration work rota To undertake the role of project manager within identified pieces of administrative work as necessary To take an active role in the locality leadership team and attend the Locality Operational & Governance Group and Local Staff Meetings Communication To maintain client confidentiality at all times To liaise with the multidisciplinary team to ensure effective administrative service delivery as appropriate Follow methods of work that ensure confidentiality at all times Maintain efficient filing systems ensuring these are kept up to date including archiving process Develop and maintain excellent working relationships between all members of the locality Budgetary Responsibility The post holder will be an authorised signatory and be required to sign P forms Co-ordinate departmental stationary stock control and purchase certain assets via delegated budget and financial requisitioning responsibility Work in support of the budget holder, to recognise areas for efficiencies, savings and innovations Be a responsible team member with regards to resource and sustainability People Management Responsible for day-to-day supervision of the locality administrative staff team Responsible for day-to-day supervision, management and development of locality administrative staff team: HR processes, sickness monitoring and management, appraisals, 1:1s, recruitment, reviewing work performance and progress, work allocation and rota planning and maintenance. Responsibility as line manager for the locality administrative staff team members Maintaining own professional development and requirement to take part in appraisal and KSF process Support and partake in any locality Research & Development activities as 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 Trust 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 must participate in clinical and other audits as required Provide patients and their families /carers with information on standards they should expect from the team The post holder is required to participate in relevant emergency preparedness process for their team. General The post holder must at all times carry out his/her duties with regard to Cambridgeshire Community Services NHS Trust Workforce Diversity and Inclusion Policy. To be aware of the responsibilities of all employees to maintain a safe and healthy environment for patients, visitors and staff. All post holders must adhere to the code of conduct on confidentiality and be aware of and adhere to all Trust policies and procedures. This job description is intended only as a guide to the range of duties involved. The post holder will need to be flexible and adaptable in order to respond to other duties that may be required from time to time and the changes and developments within the Trust. Job description Job responsibilities Receive and welcome all patients, visitors and colleagues The post holder will be required to work with computers/display screen equipment for prolonged periods, frequently sitting inputting data and word processing. The post holder will lead the reporting of local, regional and national data extraction supporting the Service Support Lead in any relevant submissions. Provide and receive verbal and written information with patients, staff and carers communicating effectively using confident interpersonal skills, tact and persuasive skills. Maintain a tidy office ensuring all patient identifiable information is securely stored at the end of each working day Plan and organise own time and meetings or events for the department Attend meetings, courses and professional events as appropriate providing feedback or creating meeting minutes as required. Ensure care and proper use of Trust equipment and supplies Manage the supply, collation and analysis of administrative audits and patient feedback surveys ensuring the department is continually listening, reviewing and updating Be accountable for own work and take responsibility for own continuing professional development Be aware of and comply with all Trust policies and procedures. Be aware of and comply with all local departmental policies and procedures Undertake surveys or audits participating in continuous review and update of relevant policies and procedures within the locality Be an expert user of all relevant software applications including; Trust Intranet, Idox Lilie, ESR, email and dictation hard/software Maintain a happy and supportive work environment The post holder will be required to deal with an unpredictable workload and will need to maintain concentration to ensure accuracy and efficiency The post holder may be required to process distressing or emotional information relating to service users, e.g. processing patients clinical history described in patient records Plan and maintain an effective administration work rota To undertake the role of project manager within identified pieces of administrative work as necessary To take an active role in the locality leadership team and attend the Locality Operational & Governance Group and Local Staff Meetings Communication To maintain client confidentiality at all times To liaise with the multidisciplinary team to ensure effective administrative service delivery as appropriate Follow methods of work that ensure confidentiality at all times Maintain efficient filing systems ensuring these are kept up to date including archiving process Develop and maintain excellent working relationships between all members of the locality Budgetary Responsibility The post holder will be an authorised signatory and be required to sign P forms Co-ordinate departmental stationary stock control and purchase certain assets via delegated budget and financial requisitioning responsibility Work in support of the budget holder, to recognise areas for efficiencies, savings and innovations Be a responsible team member with regards to resource and sustainability People Management Responsible for day-to-day supervision of the locality administrative staff team Responsible for day-to-day supervision, management and development of locality administrative staff team: HR processes, sickness monitoring and management, appraisals, 1:1s, recruitment, reviewing work performance and progress, work allocation and rota planning and maintenance. Responsibility as line manager for the locality administrative staff team members Maintaining own professional development and requirement to take part in appraisal and KSF process Support and partake in any locality Research & Development activities as 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 Trust 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 must participate in clinical and other audits as required Provide patients and their families /carers with information on standards they should expect from the team The post holder is required to participate in relevant emergency preparedness process for their team. General The post holder must at all times carry out his/her duties with regard to Cambridgeshire Community Services NHS Trust Workforce Diversity and Inclusion Policy. To be aware of the responsibilities of all employees to maintain a safe and healthy environment for patients, visitors and staff. All post holders must adhere to the code of conduct on confidentiality and be aware of and adhere to all Trust policies and procedures. This job description is intended only as a guide to the range of duties involved. The post holder will need to be flexible and adaptable in order to respond to other duties that may be required from time to time and the changes and developments within the Trust. Person Specification Qualifications and Training Essential Educated to GCSE level English or equivalent Knowledge of a full range of secretarial procedures, software programmes and terminology acquired through NVQ Level 3, RSA Level 3 or equivalent experience A skilled operator of computers and software Desirable Higher Education qualification in administration or business Experience Essential Experience of working within a customer focussed environment Experience of leading a team Detailed background of clinical service administration, administrative procedures and software programmes developed through advanced theoretical and practical knowledge and experience Highly competent user of computers and general software systems Experience of successful line management of staff including recruitment, induction, competencies, appraisals and performance monitoring Desirable Detailed knowledge of medical terminology Skills Essential Knowledge in IT systems, in particular Idox Lilie Ability to work on own initiative and flexibly as part of wider team to meet needs and demands of role Can demonstrate flexibility of approach shows a realistic appreciation of the challenges of working with children and young people/vulnerable adults Accepts responsibility and accountability for own work and can define the responsibilities of others Shows respect for others' feelings, views and circumstances Desirable Audit experience Person Specification Qualifications and Training Essential Educated to GCSE level English or equivalent Knowledge of a full range of secretarial procedures, software programmes and terminology acquired through NVQ Level 3, RSA Level 3 or equivalent experience A skilled operator of computers and software Desirable Higher Education qualification in administration or business Experience Essential Experience of working within a customer focussed environment Experience of leading a team Detailed background of clinical service administration, administrative procedures and software programmes developed through advanced theoretical and practical knowledge and experience Highly competent user of computers and general software systems Experience of successful line management of staff including recruitment, induction, competencies, appraisals and performance monitoring Desirable Detailed knowledge of medical terminology Skills Essential Knowledge in IT systems, in particular Idox Lilie Ability to work on own initiative and flexibly as part of wider team to meet needs and demands of role Can demonstrate flexibility of approach shows a realistic appreciation of the challenges of working with children and young people/vulnerable adults Accepts responsibility and accountability for own work and can define the responsibilities of others Shows respect for others' feelings, views and circumstances Desirable Audit experience 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. Employer details Employer name Cambridgeshire Community Services NHS Trust Address iCaSH Peterborough Kings Chambers, 39-41 Priestgate Peterborough PE1 1JL Employer's website https://www.cambscommunityservices.nhs.uk/careers (Opens in a new tab)