Administrative Assistant | Cambridgeshire Community Services NHS Trust

Cambridgeshire Community Services NHS Tr; Hartford; On-site; GBP 20,000 - 25,000; Full time

Job summary

A regional healthcare provider in Hartford is seeking a positive individual to join their team as an Administrative Support. The role involves providing high-quality administrative support to community paediatric teams, handling correspondence, and maintaining patient records using SystmOne. Applicants should have excellent communication skills, attention to detail, and a commitment to confidentiality and quality care. The position offers a dynamic work environment focused on supporting families and clinicians.

Qualifications

• Excellent interpersonal and communication skills.
• Ability to forge and maintain relationships.
• Good administration skills and telephone manner.

Responsibilities

• Provide comprehensive administrative support to the Children’s Community Specialist Nursing Service.
• Handle correspondence and maintain patient records.
• Ensure GDPR compliance and confidentiality.

Skills

Communication skills

Organisation

Multi-tasking

Interpersonal skills

Tools

SystmOne

Job description

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 will be varied and includes:

• 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

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 this vacancy at any point after 16th September 2025

The successful candidate will be able to demonstrate excellent interpersonal and communication skills with the ability to forge and maintain relationships. They will be able to demonstrate good administration skills. They will be able to demonstrate a good telephone manner, whilst being able to deal with challenging queries.

They will need to be able to work effectively, in what can at times be a pressurised environment supporting a team to provide outstanding care and support to our children, young people and families across Cambridgeshire.

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’s 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.

Main Duties and Responsibilities

1. The post holder will be trained over the course of their employment to provide high quality administrative support within both teams.
2. 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.
3. Record all details of any contacts with service users and other professionals using SystmOne and other computer programmes appropriately.
4. Completing administration tasks on SystmOne including scanning documents onto patient records, checking tasks and registering service users, creating and sending letters.
5. To provide administration support including dealing with post, emails, answering the telephone and telephone messages, photocopying, scanning, minute taking.
6. Supporting the teams with any administrative functions appropriate to band 2 level.
7. Support the maintenance of effective stock levels of equipment and office supplies.
8. Undertake delegated tasks and projects as required with the support of line manager

Communication

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

Budgetary Responsibility

• Orders stationery, maintain stock control

People Management

• Maintaining own professional development and requirement to take part in appraisal and KSF process.

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.
6. 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 citizen’s 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: Children and young people; 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 Workforce Diversity and Inclusion 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.

If this post is subject to the Rehabilitation of Offenders Act 1974 (Exemptions) Order 1975 the following must be included in the job description.

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 of Barring Service to be made 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.

This advert closes on Sunday 21 Sep 2025