Administrative Assistant

NHS; Huntingdon; On-site; GBP 20,000 - 25,000; Full time

Job summary

A healthcare provider in Huntingdon seeks a committed individual for administrative support within the Children's Community Specialist Nursing Service. This role involves managing communications, patient records, and supporting clinicians while ensuring confidentiality and adherence to GDPR. Ideal candidates should have GCSEs in Maths and English, along with customer service skills. Experience in healthcare and using SystmOne is desirable.

Qualifications

• Experience of working in an office environment or equivalent.
• Experience of working in the healthcare sector.
• Experience of using SystmOne.

Responsibilities

• Provide high quality administrative support within both teams.
• Record all details of contacts with service users.
• Complete administration tasks on SystmOne.

Skills

Organization

Communication skills

Attention to detail

Customer service

Time management

Education

GCSEs Grade C or equivalent including Maths and English

Tools

SystmOne

Job description

Job Summary

Do you enjoy working as a team in a busy environment that requires skills such as organisation and multi-tasking? Do you enjoy learning new skills, communicating to a high standard and being part of a workforce who strive to make a difference to children, families and clinicians? We are looking for a self-motivated, positive and committed individual to join our team in providing comprehensive administrative support to the Children's Community Specialist Nursing Service and the Community Paediatric Team.

The Role

• Answering calls/emails from service users and other professionals in an efficient and confident manner
• Processing referrals, registering patients, checking tasks and emails, and maintaining patient records on SystmOne
• Scanning documentation onto Patient Records
• Recording all contact received into the service using SystmOne following agreed protocols and pathways
• Supporting Paediatricians, Nurses and Clinicians with office and administrative tasks
• Ensuring GDPR and confidentiality is adhered to at all times

Main duties and responsibilities

• The post holder will be trained over the course of their employment to provide high quality administrative support within both teams.
• Support both teams to deal with correspondence and other contacts from service users and professionals, to ensure that any follow up actions are progressed efficiently and effectively.
• Record all details of any contacts with service users and other professionals using SystmOne and other computer programmes appropriately.
• Complete administration tasks on SystmOne including scanning documents onto patient records, checking tasks and registering service users, creating and sending letters.
• Provide administration support including dealing with post, emails, answering the telephone and telephone messages, photocopying, scanning, minute taking.
• Support the teams with any administrative functions appropriate to Band 2 level.
• Support the maintenance of effective stock levels of equipment and office supplies.
• Undertake delegated tasks and projects as required with the support of the line manager.

Communication

• Work closely with members of both Teams and with employees at all levels to provide a high quality administrative service.
• Uphold the reputation and values of Cambridgeshire Community Services NHS Trust.
• Maintain positive relationships and communication with colleagues across the service.
• Handle sensitive information provided by service users in a confidential manner.
• Contribute to ensuring CCS responsibilities to engage and consult with patients and the public are met in line with statutory requirements.

Budgetary Responsibility

• Orders stationery and maintain stock control.

People Management

• Maintaining own professional development and taking part in appraisal and KSF process.

Clinical and Practice Governance

• Observe and maintain strict confidentiality with regards to patient/family/staff/records and information in line with the Data Protection Act.
• Adhere to Trust Information Governance and Information Security policies when handling data.
• Adhere to the Trust risk assessment and risk management processes.
• Adhere to infection control policies and procedures.
• Undertake mandatory training and any other training relevant to the role.
• Participate in relevant emergency preparedness processes for the team.

General – Safeguarding

Safeguarding children and adults at risk of abuse or neglect is a collective responsibility. Staff are expected to develop safeguarding competencies and comply with local safeguarding partnerships. Safeguarding means protecting health, wellbeing and human rights; enabling people to live free from harm, abuse and neglect. Those most in need of protection include children, young people and adults at risk. All staff must adhere to the Trust Workforce Diversity and Inclusion Policy and confidentiality obligations, and follow all Trust policies and procedures.

Person Specification

Essential

Qualifications and Training

• GCSEs Grade C or equivalent including Maths and English

Desirable

Experience

• Level 2 Customer Service Apprenticeship
• Communicating with a range of people by phone, in person and via email
• Experience of working in an office environment or equivalent
• Experience of working in the healthcare sector
• Experience of using SystmOne

Knowledge & Skills

• Accuracy and attention to detail
• Ability to work to deadlines

Safeguarding

• Demonstrates understanding of safeguarding issues

Other

This post is subject to the Rehabilitation of Offenders Act 1974 (Exemptions) Order 1975 and a Disclosure and Barring Service check may be required. Cambridgeshire Community Services NHS Trust is committed to equal opportunities.