Single Point of Access Administrator/ Reception Team inCambridge inCambridge PUBLISHED 1 NOV 2024

Do you have strong communication and interpersonal skills and would like to be thefirst point of contact for our service? This could be the role for you!

We are looking for an enthusiastic and motivated Single Point of Access Administrator/Receptionist to join our Children's Services Division.

The role is to act as the first point of contact for referrals/information/advice and signposting for the Cambridgeshire Children and Young People's (CYP) Specialist Services and to ensure that every service user is able to speak to the right person, in the right place, at the right time.

Working Tuesday, Wednesday, and Thursday, you will join our team dealing with telephone and face to face enquires to maintain the efficient service that we currently provide.

The role also supports the Specialist Services administration services for CYP, performing a range of administrative duties in addition to providing support and cover for the reception team in the post holders base of work.

Why not click on the link to the Job Description and find out more about the role.

We look forward to receiving your application!

*Should we receive a high number of applications, we reserve the right to close the advert earlier than advertised

Receiving and dealing with calls, emails, correspondence and other contacts from service users and professionals and handling these as required, in order to coordinate care according to agreed protocols and pathways.

Recognising the extent of their competency and identifying when referral to a clinician is required in accordance with agreed standard operating procedures.

Recording details of all contacts with service users and other professionals using SystmOne (S1) and other systems as appropriate.

Ensuring that follow up actions from calls, emails, correspondence and other contacts are progressed efficiently and effectively.

Completing administration tasks on S1, including scanning onto patient records, checking tasks, updating service user information.

Confirming appointments via S1.

Booking interpreters as requested by clinicians and following up bookings as required.

Management and maintenance of meeting room calendars.

Completing other routine administration tasks as requested such as scanning, photocopying, sending out letters/reports, ordering, etc.

Providing support and cover for Reception Team, as required, in the post holders base of work.

About us

Patient and Public Engagement

1. To contribute to ensuring that CCS responsibilities to engage and consult with patients and the public are met in line with statutory requirement

Communication

1. Acting as the first point of contact for service users and professionals; providing and receiving all communications efficiently and effectively, demonstrating a customer service attitude, especially where there may be barriers to understanding or contentious discussions.
2. Using tact and diplomacy to de-escalate emotive situations.
3. Acting in accordance with the Trusts complaints procedure where required.
4. Maintaining positive relationships and communicating with colleagues across the service.
5. The post holder will be required to handle sensitive information provided by service users in a confidential manner.
6. Providing and receiving routine information from the following:o Managers at all levels throughout Cambridgeshire Community Services (CCS) NHS Trusto CCS employeeso Service users
7. Contribute to CCS internal communication strategies ensuring effective two-way communication and engagement within the organisation

Budgetary Responsibility

1. Orders stationery maintains stock control as required.
2. Ensure cost effective and efficient use of equipment and resources.

People Management

1. Maintaining own professional development and requirement to take part in appraisal and KSF process.
2. Acting as a super user for S1 and for administrative processes and providing assistance and informal training to clinical staff on these processes, as required
3. Demonstrating their own work practices to administrative staff new to the service.

Clinical and Practice Governance

1. 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.
2. Any data that is taken/shared as part of a phone call or transported transferred electronically must be undertaken with regard to the Trust Information Governance and Information Security policies.
3. The post holder must adhere to the Trust risk assessment and risk management processes
4. The post holder must adhere to infection control policies and procedures
5. Undertake mandatory training and any other training relevant to the role as required by Cambridgeshire Community Services NHS Trust.
6. The post holder must participate in clinical and safeguarding audits as required
7. Provide patients and their families /carers with information on standards they should expect from the team.
8. The post holder is required to participate in relevant emergency preparedness process for their team.

General

Safeguarding people responsibility

Safeguarding children and adults at risk of abuse or neglect is a collective responsibility.

There is an expectation that all staff develop and maintain their role relevant safeguarding people competencies and comply with local safeguarding partnerships practice. Alongside this employee who are registrants are reminded of their professional duty of care.

Safeguarding means protecting a citizens health, wellbeing and human rights; enabling them to live free from harm, abuse and neglect. It is an integral part of providing high-quality health care.

Those most in need of protection include:

1. Children and young people
2. Adults at risk, such as those receiving care in their own home, people with physical, sensory and mental impairments, and those with learning disabilities

The post holder must at all times carry out their duties with regard to Cambridgeshire Community Services NHS Trust Equal Opportunities Policy.

To be aware of the responsibilities of all employees to maintain a safe and healthy environment for patients, visitors and staff.

All post holders must adhere to the code of conduct on confidentiality and be aware of and adhere to all Trust policies and procedures.

This job description is intended only as a guide to the range of duties involved. The post holder will need to be flexible and adaptable in order to respond to other duties that may be required from time to time and the changes and developments within the Trust.

This post is subject to the Rehabilitation of Offenders Act 1974 (Exemptions) Order 1975 and as such it will be necessary for a submission for disclosure to be made to the Criminal Records Bureau to check for any previous criminal convictions. Cambridgeshire Community Services NHS Trust is committed to the fair treatment of its staff, potential staff or users in line with its equal opportunities policy and policy statement on the recruitment of ex-offenders