Job vacancy: CYPF Administrator, Cambridgeshire and Peterborough NHS Foundation Trust, Fulbourn, Cambridge

Job summary

Main area: Mental Health Inpatient - Child and Adolescent
Grade: Band 3
Contract: Permanent
Hours: Part time - 20 hours per week
Job ref: 310-CYPF-6146601

Employer: Cambridgeshire and Peterborough NHS Foundation Trust
Employer type: NHS
Site: The Darwin Centre/The Croft
Town: Fulbourn, Cambridge
Salary: £22,816 - £24,336 per annum pro rata
Salary period: Yearly
Closing: 08/05/2024 23:59

CYPF Administrator

Band 3

Detailed job description and main 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.
Undertake diary management for clinicians and/or managers, as required.
Organise team/ward meetings, take, transcribe, and distribute minutes accordingly.
Organise clinics and associated appointments for clinics, using appropriate brought forward systems to manage work.
Provide operational support to colleagues, and supervision of Band 2 administration staff within the team, if required, as directed by Line Manager.
Deal with staff and service user requests that may be part of a cash office functions as and when required, and in accordance with Trust procedures.
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.
Maintain filing in both paper and electronic records, ensuring that it is 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 members of the admin 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.
Support Bed Finding process, with checking inbox and sending F1 forms to referrals unit.

Person specification

Education / Qualifications

Essential criteria

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

Experience

Essential criteria

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 criteria

Previous experience of working in an NHS Office environment.
Experience in using computer programmes including health care IT systems.

Skills & Abilities

Essential criteria

Excellent customer care skills.
Good IT skills (MS Office).
Excellent telephone manner.
Ability to adopt an appropriate style and method of communication and deal effectively with people.
Professional attitude towards service users and their families.

Desirable criteria

Knowledge of medical terminology.
Knowledge of Data Protection Act.

Knowledge & Understanding

Essential criteria

Clear understanding of confidentiality and the importance of maintaining confidentiality for patients.

Other

Essential criteria

Ability to travel to other Trust sites, if required.

Here at Cambridgeshire and Peterborough NHS Foundation Trust (CPFT) we are dedicated to providing high quality care with compassion. We deliver many of the NHS services that are provided outside of hospital and in the community such as physical, mental health and specialist services.

We are a health and social care organisation, offering a wide range of services, including:

Integrated physical and mental health services for adults and older people;
Specialist mental health and learning disability services;
Children and young people’s mental health services;
Children’s community services in Peterborough;
Social care;
Ground-breaking research

We strongly encourage applications from all sections of the community, particularly from under-represented groups including disabled people and members of our ethnic minorities and LGBTQ+ communities. For further information about our positive equality, diversity and Inclusion work, please visit https://www.cpft.nhs.uk/equalityanddiversity.

CPFT is looking to build upon its pool of temporary workers with Temporary Staffing Services (TSS). You will be asked at interview if you would be willing to register with TSS. This is an excellent opportunity for those looking to take on additional hours that are flexible around your personal circumstances.

Please be advised that in line with the WHO Health Workforce Support and Safeguards List, 2020 Cambridgeshire and Peterborough NHS Foundation Trust currently are unable to accept applications from overseas candidates whose country of residence is classed as a ‘Red List’ country.

If you are successful at interview you will be subject to pre-employment checks, including a DBS (if appropriate), references and Occupational Health. To ensure a smooth process please bring all identity documents to your interview. A list of required identity documents will be attached to your interview invitation.

All communications will be sent to you via TRAC Systems. By applying for this post you are agreeing to CPFT transferring the information contained in this application to TRAC. If you are made an offer, information will also be transferred into the national NHS Electronic Staff Records system.

Please be advised we reserve the right to close adverts earlier than the closing date should we receive sufficient applications.