Administrator inCambourne inCambourne PUBLISHED
THU 2 JAN 2025
The Cambourne role of Administrator at Cambridgeshire and Peterborough NHS Foundation Trust offers an exciting opportunity for an enthusiastic and motivated individual to join the OPAC Administration team, supporting the Community Rehabilitation service across Cambridge, Huntingdon, and Peterborough. This part-time position (20 hours per week) involves providing essential patient-focused administrative support, managing referrals for occupational therapy and physiotherapy, maintaining multiple waiting lists, and ensuring effective communication with clinicians and service users.
Key responsibilities include typing and formatting correspondence, managing service user information on computerized systems, scheduling appointments, and offering professional telephone support. The successful candidate will be expected to maintain accurate records, assist in training new staff, and ensure compliance with Trust policies regarding information governance and security. The role emphasises teamwork and flexibility while allowing for personal and professional development within the NHS environment.
Key responsibilities include typing and formatting correspondence, managing service user information on computerized systems, scheduling appointments, and offering professional telephone support. The successful candidate will be expected to maintain accurate records, assist in training new staff, and ensure compliance with Trust policies regarding information governance and security. The role emphasises teamwork and flexibility while allowing for personal and professional development within the NHS environment.
Are you a team player who enjoys working in a high performing team, are you looking for a role that offers flexibility and where you will learn to develop new skills? Would you like to learn more about the NHS, CPFT, our patients and services?
OPAC Administration are recruiting an enthusiastic and motivated Administrator to support the Community Rehabilitation service to work in either Cambridge, Huntingdon or Peterborough.
The roles working hours are 20 hours per week.
The successful candidate will be providing patient focused administration support to a countywide service covering Cambridge, Fenland, Peterborough & Huntingdon liaising with clinicians and services users to ensure an effective, efficient & streamlined service.
Please do make contact if you would like to discuss the role further.
- Processing occupational therapy and physiotherapy referrals.
- Typing, proof reading and formatting all forms of correspondence, reports and summaries that are required by the team.
- Management of multiple Waiting Lists and Triage Lists.
- Communicating with Referrers appropriately and professionally via email or telephone.
- Inputting and updating service user information accurately and service user/team activity on computerised information systems. Create detailed and accurate service user notes for every entry according to policy.
- 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.
- Using external IT systems such as CCC mosaic.
- Booking interpreters
- Scanning paper format correspondence and adding to service user record in good time and accurately, according to policy
- Liaising with clinicians regarding patient queries.
About us
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 regarding the Trust Information Governance and Information Security policies.
- Undertake diary management for clinicians and/or managers, as required.
- Organise clinics and associated appointments for clinics, using appropriate systems to manage work.
- Organise team meetings, take, transcribe, and distribute minutes accordingly as required.
- Provide operational support to colleagues.
- Deal with staff and service user requests that may be part of a cash office function 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 member of the team in their absence and assist with their workloads as necessary.
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The National Health Service (NHS) is a cornerstone of healthcare in the United Kingdom, established in 1948 with the simple yet profound principle of providing healthcare to all citizens, free at the point of use. This revolutionary system aimed to ensure that access to medical services would not depend on an individual’s financial situation, a concept that has since become fundamental to British societal values. Learn more...
Useful skills for an Administrator:
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To work as an Administrator in the UK, you typically need a combination of technical skills, soft skills, and relevant experience. Here are some key skills that are often sought after in administrative roles:
Technical Skills:
1. Computer Literacy: Proficiency in using word processing, spreadsheet, and presentation software (e.g., Microsoft Office Suite: Word, Excel, PowerPoint).
2. Data Entry and Management: Ability to accurately enter and manage data in databases and other systems.
3. Organisational Software: Familiarity with tools like project management software (e.g., Trello, Asana), email clients, and calendar management systems.
4. Basic Financial Skills: Understanding of budgeting, invoicing, and basic accounting processes may be advantageous.
5. Record Keeping: Ability to maintain and manage physical and digital filing systems.
Soft Skills:
1. Communication Skills: Strong verbal and written communication skills for effective interaction with colleagues, clients, and stakeholders.
2. Attention to Detail: A keen eye for detail to ensure accuracy in documentation and tasks.
3. Time Management: Ability to prioritize tasks and manage time efficiently to meet deadlines.
4. Problem-Solving: Capability to identify issues and provide practical solutions.
5. Teamwork: Willingness to work collaboratively with others in a team environment.
Interpersonal Skills:
1. Customer Service: Skills in dealing with clients and providing excellent service when required.
2. Professionalism: Maintaining a professional demeanor within the workplace.
3. Adaptability: Flexibility to adapt to changing situations and demands.
Additional Considerations:
- Experience: Previous administrative experience can be beneficial, although entry-level positions may not require extensive experience.
- Qualifications: While not always necessary, having relevant qualifications (such as an NVQ in Business Administration or similar) can be advantageous.
- References: Good references from previous employers can enhance your application.
Continuous Learning:
- Staying updated with new technologies and software commonly used in administration can also be beneficial for career advancement.
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