Assistant Administrator
Job summary
We are currently looking to recruit an enthusiastic and motivated Assistant Administrator to provide administrative support and reception duties to our team.
We are based at the heart of Peterborough City Centre at Town Hall, near the Bus & Train stations, providing convenient transport links. This position requires working on-site only, with no work-from-home option.
Working hours:
Mon, Tues, Thurs, Fri - 09:00 - 17:00Alternate Wednesday: 09:00 - 14:20
Although the role has set working days, we are also looking for someone who can be flexible and help provide cover during staff absences.
Main duties of the job
Your main duties will be meeting and greeting Service Users, updating our patient electronic system, answering calls, some of which might be of a sensitive nature. You will need be empathetic, with a natural drive to help and find an answer to patients' enquiries.
Admin duties will include sending appointment letters, printing letters, scanning & uploading documents, manning mailboxes, dealing with room bookings, booking appointments, formatting letters, ordering stationery, sorting post etc. In order to do well in this role, you will need to be a team player with good communication and IT skills, able to multitask and work under pressure and more than anything else, you will put patients at the heart of everything we do.
If you think this sounds right for you and you have the transferrable skills, then we want to hear from you!
About us
Cambridgeshire and Peterborough NHS Foundation Trust is a health and social care organisation dedicated to providing high quality care with compassion to improve the health and wellbeing of the people we care for, as well as supporting and empowering them to lead fulfilling lives.
Our clinical teams deliver a wide range of NHS services across inpatient, primary care and community settings, including children's, adult and older people's mental health, forensic and specialist mental health, learning disabilities, primary care and liaison psychiatry, substance misuse, social care, and research and development.
To achieve our goals, we recruit high calibre candidates who share our vision and values. As an equal opportunities' employer, we welcome applications from all sections of the community, particularly under represented groups including people with long term conditions and members of our ethnic minority and LGBTQ+ communities.
All appointments are subject to the successful completion of a probationary period.
Please note we reserve the right to close adverts early should we receive sufficient applications.
Regrettably, we cannot offer sponsorship for all roles. If you apply for a post that does not attract sponsorship, your application will be withdrawn from the process.
For further information on CPFT, please visit our website at https://www.cpft.nhs.uk
Job description
Job responsibilities
Please refer to the attached job description and person specification for full details of responsibilities.
Ensure that the reception and waiting areas are welcoming, tidy and well presented at all times, and that noticeboards and patientinformation leaflets are kept up to date. To ensure that all internal doors and the main entrance door & grilles to windows are unlocked and alarm de-activated in time for thearrival of staff and patients in the morning. To close and lock all reception/waiting rooms and main entrance door & grilles to windows,as required. To ensure, as far as is reasonably practicable, that correct procedures are followed for staff and maintenance workmen accessing thebuilding including routinely maintaining the visitors book and staff sign in sheets. To be the first point of contact for all those entering the clinic. Meeting, greeting and directing patients and visitors whilst maintaining aprofessional, courteous manner at all times. Ensure good customer service by providing a professional and effective service by dealing with queries from service users, staff on thetelephone. Take accurate messages and ensure these are passed onto the appropriate person. To seek support, as required, when dealing withdifficult situations or queries beyond own scope of knowledge and liaising with clinical staff, re-prioritisation to ensure that appropriateand timely action is taken. To operate the SystmOne package to check in patients arriving for clinic appointments. Organise transport (e.g. taxis) for service users as and when requested. To receive, sign for, sort and distribute incoming mail. To sort and frank outgoing external mail in an accurate and timely manner.
Person Specification
Education/Qualifications
- Educated to GCSE/GCE standard
- RSA Stage II/NVQ Level 2 in administration or equivalent
- Good command of written English
Experience
- Previous experience of carrying out general admin procedures in a reception/administrative/secretarial environment
- Experience of customer facing role
- Experience of inputting accurate an timely data onto electronic systems
- Previous experience of working in a NHS office environment
- Experience in using computer programmes including healthcare IT systems
- Lived experience of mental health
Skills and Abilities
- Excellent customer care skills
- Excellent keyboard skills
- Audio/copy typing skills
- Good organisational skills
- Excellent telephone manner
- Experience of working with a minimum of supervision but within within standard operating procedures
- Ability to adopt an appropriate style and method of communication
- Good listening skills
Knowledge and Understanding
- Clear understanding of respect and confidentiality
Other Requirements
- Ability to travel independently and in a timely manner across Cambridgeshire and Peterborough to meet strict deadlines.
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
Peterborough Town Hall
17 Bridge Street
Peterborough
PE1 1HJ
United Kingdom
Employer's website
https://www.cpft.nhs.uk/