Administration Assistant

Cambridgeshire Community Services NHS Trust; England; On-site; GBP 20,000 - 26,000; Full time

Job summary

A prominent healthcare provider in the UK is seeking a dedicated Administration Assistant to support the Integrated Contraception and Sexual Health services. This full-time role involves providing excellent customer service, managing patient appointments, and maintaining accurate records. The ideal candidate will have strong organizational skills and experience in an administrative role. Join us to contribute to outstanding community care and support flexible working options.

Benefits

Flexible working options

Professional development opportunities

Qualifications

• Experience in administration support roles.
• Strong interpersonal and communication skills.
• Ability to handle sensitive information with confidentiality.

Responsibilities

• Provide front of house and appointment booking services.
• Act as the first point of contact for patients.
• Maintain accurate patient records and assist with archiving.

Skills

Communication

Organizational skills

Attention to detail

Customer service

Job description

Overview

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.

Role and Location

An exciting opportunity has arisen for an enthusiastic and committed Full Time Administration Assistant to provide high quality services to the community who use the Integrated Contraception and Sexual Health (iCaSH) services across Milton Keynes. Your main base will be 624 South Fifth Street.

Key Responsibilities

• 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.
• Facilitate communication with patients and booking of appointments for clinics via relevant contact methods 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.
• Maintain accurate patient records both manual and electronic in accordance with the organisation's Record Keeping Policy.
• 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.

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 is 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.

Additional Responsibilities

• Facilitate communication with patients and booking of appointments for clinics via relevant contact methods 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.
• Build and maintain key working relationships with: the general public, patients and their families, 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, and external/third party organisations.

Governance, Qualifications and Compliance

• 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 Data Protection Act; any data 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; adhere to risk assessment, infection prevention and control policies; undertake mandatory training and any other training relevant to the role; participate in clinical & safeguarding audits, research and service redesign and development projects; participate in relevant emergency preparedness processes for the team.
• Organisational Context: On April 1st 2025, the Boards of Cambridgeshire Community Services NHS Trust and Norfolk Community Health and Care NHS Trust will come together to deliver services as a group, with a singular board operating across both organisations; the group model provides health and care services to a population of 3.2 million in their homes and neighbourhoods; the specific role being advertised will be in the employ of Cambridgeshire Community Services NHS Trust.
• Sponsorship and Registration: For roles that are eligible for sponsorship, applications from job seekers who require Skilled Worker Visa to work in the UK are welcome; UK Registration requirements and references to guidance on criminal records and visa processes are included as provided.

Expiry and Communications

Our safe recruitment pre-employment checks are undertaken before an appointment is confirmed and may include a DBS check. If the role requires driving, validation of a driving licence online via the DVLA may be requested. ALL CORRESPONDENCE will be via the e-mail address on your application form. If you have not been invited to interview within 2 weeks of the closing date, please monitor our vacancies.