Main area: Administration Assistant Grade Band 2
* Contract: Permanent
* Hours: Full time
* Flexible working
37.5 hours per week (Working hours per day: 9am to 5pm Monday to Friday)
Job ref: 448-CCYP-7044648
Employer: Cambridgeshire Community Services NHS Trust
Employer type: NHS
Site: The Oak Tree Centre
Town: Huntingdon
Salary: £23,615 per annum, pro-rata
Salary period: Yearly
Closing: 18/03/2025 23:59
Interview date: 02/04/2025
Band 2
Driven by our Trust values: Honesty, Empathy, Ambition, Respect; the Trust's vision is to provide high quality care to the diverse communities we serve to make their lives better.
We are passionate about creating an inclusive workplace that promotes and values diversity. Our cultural diversity, long term conditions and disabilities, and LGBTQIA+ staff networks are a key part of this commitment, creating positive change and helping build an inclusive culture across the Trust.
Different ideas, experiences and backgrounds make us stronger and more creative, and applications from all walks of life are welcomed - our processes ensure that all applicants are treated fairly at every stage of the recruitment process.
Options for flexible working are considered for all roles within CCS, including job share opportunities, compressed hours, annualised hours, tailored working patterns and more. If you are interested in flexible working, please talk to the recruiting manager for this vacancy.
Job overview
Are you a self-motivated, enthusiastic and conscientious person looking for a new opportunity? Would you like to be part of a team that plays a crucial role in ensuring great patient/service user care to children, young people and their families/carers?
If so, then we have the role for you. We are seeking one administration assistant to join our 0-19 Healthy Child Programme working with other administrators and clinicians to support the 0-19 Healthy Child Programme Single Point of Access delivery across Cambridgeshire. We have one full-time post available.
Use of SystmOne would be advantageous although training will be provided on our IT systems with support from your work colleagues.
The role will be 9am - 5pm, based at The Oak Tree Centre, Huntingdon. Alternative base to be considered at The Peacock Centre, Cambridge.
There may be a requirement to travel to other bases on occasions, for meetings or training.
Main duties of the job
Provide administrative support to the 0-19 Healthy Child Programme Single Point of Access team, sending communications to colleagues within the service, filing, photocopying and other general administrative duties.
Receiving and dealing with calls, emails, correspondence and other contacts from service users and professionals and handling these as required, in order to coordinate care according to agreed protocols and pathways.
Administration of the SystmOne units including scanning documents onto records, monitoring tasks, electronically attaching documents to service user records etc.
Recognising the extent of their competency and identifying when referral to a clinician is required in accordance with agreed standard operating procedures.
Recording details of all contacts with service users and other professionals using SystmOne and other systems as appropriate.
Attending and contributing to team meetings.
Monitoring of stock and other items as required and knowing how to request stock.
We are looking for people who are team players and will share our trust values: Honesty, Empathy, Ambition and Respect.
Working for our organisation
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.
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.
Detailed job description and main responsibilities
Job Purpose:
To work as part of the administrative team within the Single Point of Access (SPA) providing a high-quality service within the Trust’s Children’s and Young People’s Health Services.
The post holder will work as part of the Cambridgeshire and Peterborough 0-19 Children and Young People’s health services, providing office-based call handling and administrative support.
Main Duties and Responsibilities
To be a call handler for 0-19 HCP team, forwarding calls to appropriate area. To answer the telephone, take and pass on messages from the public, health colleagues and other agencies; ensuring that follow up actions from communications are progressed efficiently and effectively.
At times, the post holder will handle sensitive information.
To handle enquiries and communications as required, including information received within the ‘SPA’ email inbox and SystmOne tasks.
Provide administrative support, including routine office duties such as the receipting of incoming post and photocopying.
To maintain confidentiality of records by complying with security measures in operation and Trust policy and procedure guidelines.
To participate in team meetings.
To adhere to Trust policies and procedures.
To comply with Trust mandatory training requirements.
To undertake any other tasks within the competence of the employee, as requested.
Communication
To communicate with service users, parents and carers, health professionals and external stakeholders using a variety of media including IT and digital media.
To handle sensitive and confidential information in a confidential manner.
Maintaining positive relationships and communication with colleagues across the service.
To adhere to Trust complaints procedures.
The post holder must report to the Line Manager any issues requiring action where feedback is required.
People Management
Maintaining own professional development and requirement to take part in appraisal and KSF process.
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 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 is required to participate in relevant emergency preparedness process for their team.
Person specification
Qualifications & Training
* GCSE English and Maths, grade C/4 and above or equivalent qualification
* NVQ Level 2 Business and Administration
Experience
* Experience of working in an administrative / office environment
* Experience of working in a team
* Experience of managing telephone calls
* Working knowledge of SystmOne
Knowledge & Skills
* Standard keyboard skills and ability to use email, Microsoft Office
* Ability to learn the use of new computer systems
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