Administrator

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.
• Answer all telephone calls within the defined timeframe.
• To use effective telephone techniques to healthcare professionals, patients and other agencies in a quick and efficient manner.
• Record information in the chosen software timely and accurately.
• Manage all calls in a controlled and professional manner.
• Deal with difficult callers in a calm and professional manner.
• Any data that is taken/shared as part of a phone call or transferred electronically must be undertaken with regard to the Trust Information Governance and Information Security policies.
• Attend and book rooms for team meetings, take, transcribe and distribute minutes as and when required.
• 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.
• Ensuring that electronic records are 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.
• Provide cover as directed by Line Manager for other member of the team in their absence and assist with their workloads as necessary and undertake such other duties as may be reasonably required commensurate with the grade of the post. This may mean commuting to another location.
• To register referrals, maintain administration resulting from clinics, including appointment bookings and cancellations.
• To provide operational support for clinical letters / correspondence using necessary computerised systems.
• Maintain of stationary and stock levels.
• To book interpreters for service users

Person Specification

Other

Desirable

• Ability to travel independently and in a timely manner across Cambridgeshire and Peterborough to meet strict deadline.

Education / Qualifications

Essential

• Educated to GCE/GCSE standard.
• RSA stage II/NVQ Level 2 in Administration or equivalent
• Good command of written English.

Skills & Abilities

Essential

• Excellent customer care skills
• Excellent standard of typing/audio skills using word processor (50wpm)
• Good IT skills (MS Office)
• Good organisational skills
• Excellent telephone manner
• Ability to adopt an appropriate style and method of communication and deal effectively with people

Desirable

• Knowledge of medical terminology
• Knowledge of Data Protection Act
• Knowledge of SystmOne

Knowledge & Understanding

Essential

• Understanding of confidentiality and the importance of maintaining confidentiality for patients

Experience

Essential

• Experience 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
• Experience of supporting a multi-disciplinary team

Desirable

• Previous experience of working in an NHS office environment
• Previous experience of working in a call handling environment.

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.

Certificate of Sponsorship

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.

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.

Employer details

Employer name

Cambridgeshire and Peterborough NHS Foundation Trust

Address

Huntingdon OPAC Admin Hub

Kingfisher House - (Huntingdon)

Huntingdon

PE29 6FN

United Kingdom

Employer's website

https://www.cpft.nhs.uk/

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