Job summary We are looking for an enthusiastic and motivated administrator to join our small and friendly team to provide comprehensive support for the Community Paediatric Dietitians, managing the referral process for our children, young people and their families who are referred into the service. You will be based either at The Peacock Centre, Cambridge or The Oak Tree Centre, Huntingdon. Why not click on the link to the Job Description and Person Specification to find out more about the role. We look forward to receiving your application Should we receive a high number of applications, we reserve the right to close this vacancy at any point after 15th April 2025 Main duties of the job To provide comprehensive administrative support for the Community Paediatric Dietetics Team. Managing the referral process for our children, young people and their families who are referred into the service. 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 08 April 2025 Pay scheme Agenda for change Band Band 3 Salary £24,625 to £25,674 a year per annum, pro-rata Contract Permanent Working pattern Part-time, Flexible working Reference number 448-CCYP-7133662 Job locations The Peacock Centre 351 Mill Road Cambridge CB1 3DF Job description Job responsibilities Main Duties and Responsibilities Support and manage the patient referral process. To use electronic patient management system to register, process, check, update and discharge patients Type appointment letters, clinical letters and discharge letters Maintain and update accurate patient records in accordance with standard operating procedures including scanning, filing, audio and copy typing Respond to all queries, correspondence and issues within department in relation to specialist services Support the management of the 18 week wait list, escalating any issues to the Lead Practitioner. Prioritise and manage own workload Make suggestions and support the Admin Team Leader in introducing changes to administrative systems in line with service modernisation and integration Support any audits required by the services relating to this department Produce information and data relating to the services relating to this department, as required To participate in team meetings and share good practice amongst peers within the organisation Communication Communicate effectively at all levels with parents/carers, colleagues, the general public and external agencies. Maintain links with other relevant administration staff to ensure support network and common systems of working are developed and when necessary, demonstrate/assist less experienced colleagues with tasks. To answer queries from doctors, clinicians and other staff, regarding clinics and patients. Ensure effective communication between clinical staff and administration team using various mediums such as email, Microsoft Teams, and phone calls To assist with day to day queries into department Ensure that all information is disseminated to staff as appropriate. To provide data and information for reports as required To provide narrative or description to data as required Ensure clear and effective liaison with other agencies, e.g. Education, Social Services, Police, etc. To fully understand and work in a manner that recognises the importance of confidentiality and the sensitive nature of the information that is being stored or shared. Contribute to CCS internal communication strategies ensuring effective two-way communication and engagement within the organisation. Contribute to CCS external communication strategies to raise awareness and promote the reputation of CCS services. Budgetary Responsibility Order specialist equipment and consumable for services as required Receipt goods as required Monitor use of consumables within own area and identify areas of saving and make changes as required People Management To demonstrate and train staff within the remit of your tasks To support staff undergoing induction within your department Maintain 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 must participate in clinical and other audits as required The post holder is required to participate in relevant emergency preparedness process for their team. Job description Job responsibilities Main Duties and Responsibilities Support and manage the patient referral process. To use electronic patient management system to register, process, check, update and discharge patients Type appointment letters, clinical letters and discharge letters Maintain and update accurate patient records in accordance with standard operating procedures including scanning, filing, audio and copy typing Respond to all queries, correspondence and issues within department in relation to specialist services Support the management of the 18 week wait list, escalating any issues to the Lead Practitioner. Prioritise and manage own workload Make suggestions and support the Admin Team Leader in introducing changes to administrative systems in line with service modernisation and integration Support any audits required by the services relating to this department Produce information and data relating to the services relating to this department, as required To participate in team meetings and share good practice amongst peers within the organisation Communication Communicate effectively at all levels with parents/carers, colleagues, the general public and external agencies. Maintain links with other relevant administration staff to ensure support network and common systems of working are developed and when necessary, demonstrate/assist less experienced colleagues with tasks. To answer queries from doctors, clinicians and other staff, regarding clinics and patients. Ensure effective communication between clinical staff and administration team using various mediums such as email, Microsoft Teams, and phone calls To assist with day to day queries into department Ensure that all information is disseminated to staff as appropriate. To provide data and information for reports as required To provide narrative or description to data as required Ensure clear and effective liaison with other agencies, e.g. Education, Social Services, Police, etc. To fully understand and work in a manner that recognises the importance of confidentiality and the sensitive nature of the information that is being stored or shared. Contribute to CCS internal communication strategies ensuring effective two-way communication and engagement within the organisation. Contribute to CCS external communication strategies to raise awareness and promote the reputation of CCS services. Budgetary Responsibility Order specialist equipment and consumable for services as required Receipt goods as required Monitor use of consumables within own area and identify areas of saving and make changes as required People Management To demonstrate and train staff within the remit of your tasks To support staff undergoing induction within your department Maintain 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 must participate in clinical and other audits as required The post holder is required to participate in relevant emergency preparedness process for their team. Person Specification Qualifications and Training Essential Educated to NVQ 3 level or equivalent, or equivalent relevant experience Knowledge and Skills Essential Working knowledge of Outlook Good and accurate typing skills Have good attention to detail and to be able to check own work Experience Essential Administration experience Experience of working with the general public Use of Microsoft applications, Word, Outlook, Excel and Teams Desirable Use of SystmOne and Oracle Working in a service with an 18 week pathway Experience of working within the NHS Person Specification Qualifications and Training Essential Educated to NVQ 3 level or equivalent, or equivalent relevant experience Knowledge and Skills Essential Working knowledge of Outlook Good and accurate typing skills Have good attention to detail and to be able to check own work Experience Essential Administration experience Experience of working with the general public Use of Microsoft applications, Word, Outlook, Excel and Teams Desirable Use of SystmOne and Oracle Working in a service with an 18 week pathway Experience of working within the NHS 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 The Peacock Centre 351 Mill Road Cambridge CB1 3DF Employer's website https://www.cambscommunityservices.nhs.uk/careers (Opens in a new tab)