Job summary
- Main area
- iCaSH integrated contraception and sexual health
- Grade
- Band 2
- Contract
- Permanent
- Hours
- Full time
- Part time
- Flexible working
- Job ref
- 448-AMB-7327083
- Employer
- Cambridgeshire Community Services NHS Trust
- Employer type
- NHS
- Site
- Base to cover Kingsbrook and Grove View Dunstable
- Town
- Bedfordshire
- Salary
- £24,169 per annum, pro-rata
- Salary period
- Yearly
- Closing
- 20/07/2025 23:59
- Interview date
- 31/07/2025
Employer heading
Administration Assistant
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.
Please note, the selection processes at Cambridgeshire Community Services are in place to ensure we recruit candidates with the right values and skills. Please be advised that the use of AI in applications are monitored, we remain watchful of candidates who misuse these tools to generate an application that doesn’t accurately reflect their skills.
Job overview
We have two vacancies: a 34 hours and 37.5 hours per week available.
(7.5 hour days. Hours to be discussed at interview and will include a late shift until 8pm and a Saturday on rotation 0900-1300 with half day off in that week.)
An exciting opportunity has arisen for an enthusiastic and committed two Administration Assistants to provide high quality services to the community who use the Integrated Contraception and Sexual Health (iCaSH) services across Bedfordshire. Your main base will be Kingsbrook but with the expectation to provide cover at Grove View Dunstable on occasions.
To provide call taker, reception, front of house, appointment booking for patients and additional administration support function to the iCaSH service clinical and non-clinical teams.
Act as the first point of contact to patients and visitors, ensuring all enquires and contact with iCaSH are dealt with in a welcoming, friendly, efficient, courteous and professional manner, promptly and prioritising as required dependant on urgency of enquiry.
"Should we receive a high number of applications we reserve the right to close this vacancy at any point after 15th July 2025"
Main duties of the job
Act as the first point of contact to patients and visitors, ensuring all enquires and contact with iCaSH are dealt with in a welcoming, friendly, efficient, courteous, and professional manner, promptly prioritising as required dependant on urgency of enquiry.
Facilitate communication with patients booking of appointments for clinics via relevant contact methods for example, telephone, online booking, direct messaging and chat functions, using the clinical system and other local booking/waiting list processes.
Update and process patient demographics on the clinical system and associated booking/check in/waiting list processes.
Maintain accurate patient records both manual and electronic in accordance with the organisation’s Record Keeping Policy.
Respond to routine enquiries and requests for information, passing information onto relevant colleagues as appropriate and in a timely manner.
When required; receive, sort, distribute and dispatch all mail, ensuring all outgoing mail is appropriately processed and ready for collection at the appropriate time.
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.
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.
Detailed job description and main responsibilities
Act as the first point of contact to patients and visitors, ensuring all enquires and contact with iCaSH are dealt with in a welcoming, friendly, efficient, courteous and professional manner, promptly and prioritising as required dependant on urgency of enquiry.
Maintain accurate patient records both manual and electronic in accordance with the organisation’s Record Keeping Policy.
When required; receive, sort, distribute and dispatch all mail, ensuring all outgoing mail is appropriately processed and ready for collection at the appropriate time.
When required, take bookings for meeting rooms.
Assist with archiving of clinical notes in line with NHS Trust Retention and Disposal Policy.
Provide administration support to the iCaSH Service secretaries if required.
Update and process patient demographics on the clinical system and associated booking/check in/waiting list processes.
Open, sort and prioritise clinic mail. Scanning of relevant client medical records, laboratory reports and other clinic correspondence onto the electronic patient record.
Communication
Facilitate communication with patients and booking of appointments for clinics via relevant contact methods (for example, telephone, online booking, direct messaging and chat functions) using the clinical system and other local booking/waiting list processes.
Respond to routine enquiries and requests for information, passing information onto relevant colleagues as appropriate and in a timely manner.
Key working relationships
The general public including patients and their families if appropriate
Head of iCaSH Services
iCaSH Service Manager
Service Support Lead
Clinical Nurse Manager
Administration Team
iCaSH Locality Team
iCaSH Clinical Team
iCaSH Medical Team
Other Cambridgeshire Community Services employees
iCaSH/CCS Subcontracted Services
External/Third party organisations
Budgetary Responsibility
Contribute to the financial delivery and sustainability of the department objectives.
Support with stock control and ordering as required.
People Management
Maintain own professional development and participate in The Trust’s appraisal and KSF process.
Participate/support in clinical audit, service development and research projects if 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 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 should participate in Clinical & Safeguarding audits, research and service redesign and development projects as required.
The post holder is required to participate in relevant emergency preparedness process for their team.
Person specification
Knowledge and skills
Essential criteria
- Excellent organisational skills/telephone and communication skills and ability to prioritise and plan ahead
- Working with sensitive information and protecting confidentiality
Desirable criteria
- Knowledge of the application of administrative systems and programmes in healthcare
Qualifications and training
Essential criteria
- Educated to GCSE level English and Maths or equivalent
- Competent operator of computers and software
Desirable criteria
- Knowledge of the full range of secretarial procedures, software programmes and medical terminology
Experience
Essential criteria
- Ability to use own initiative/ work to deadlines
- Experience of working in a constantly changing environment
Desirable criteria
- Experience in NHS or Healthcare clinic
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Tracey Garratt
- Job title
- Service Support Lead
- Email address
- [email protected]
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