Administrator

Cambridgeshire and Peterborough NHS Foundation Trust (CPFT); Huntingdon; On-site; GBP 26,000 - 27,000; Part time

Job summary

Cambridgeshire and Peterborough NHS Foundation Trust (CPFT) is seeking an Administration Clerk to support Community Rehabilitation Services. The role involves handling referrals, triage, and patient records, with a focus on accurate data entry and professional telephone service.

The post is based across our admin hubs in Huntingdon, Cambourne, Peterborough or Doddington. You will work closely with physiotherapists and occupational therapists, coordinate interpreters, and support team operations

Qualifications

• Experience in busy NHS or office environment is desirable.
• Proficient in MS Office and data entry.
• Strong communication with patients and clinicians required.

Responsibilities

• Provide comprehensive administrative support to occupational therapy and physiotherapy services.
• Process referrals and triage waiting lists; maintain service user records.
• Handle a high volume of calls; manage correspondence and payments.
• Coordinate appointment scheduling and input data across computerised systems.
• Support training and supervision of junior staff as directed by line manager.
• Ensure confidentiality and data protection in all duties.

Skills

Administrative experience

Microsoft Office

Communication skills

Attention to detail

Education

GCSE English

Level 2 in Business Administration

Tools

Health care IT systems

Job description

Main area Administration Grade Band 3 Contract Permanent: Monday-Friday Hours Part time - 20 hours per week (hours can be discussed at interview) Job ref 310-OPAC-8212611

Site Huntingdon Town Huntingdon Salary £25,760 - £27,476 per annum pro rata Salary period Yearly Closing 05/10/2026 23:59

Job overview

OPAC Administration Services are recruiting a enthusiastic and motivated Administrators to support the Community Rehabilitation Service.

The successful candidate will be providing patient focused administration support to a countywide service covering Cambridge, Fenland, Peterborough & Huntingdon liaising with our physiotherapists and occupational therapists and services users to ensure an effective, efficient & streamlined service.

The role will be based at our Admin hubs in Huntingdon, Cambourne, Peterborough or Doddington.

Main duties of the job

The role involves providing comprehensive administrative support to occupational therapy and physiotherapy services.

Responsibilities include processing referrals, managing waiting and triage lists, maintaining accurate service user records, and handling correspondence and data across multiple IT systems.

The postholder will communicate professionally with referrers, clinicians, and service users, deliver an effective telephone service, coordinate interpreters, and support team operations through scanning, record management, and training of new staff.

Working for our organisation

Cambridgeshire and Peterborough NHS Foundation Trust is a health and social care organisation dedicated to providing high quality care with compassion to improve the health and wellbeing of the people we care for, as well as supporting and empowering them to lead fulfilling lives.

Our clinical teams deliver a wide range of NHS services across inpatient, primary care and community settings, including children’s, adult and older people’s mental health, forensic and specialist mental health, learning disabilities, primary care and liaison psychiatry, substance misuse, social care, and research and development.

To achieve our goals, we recruit high calibre candidates who share our vision and values. As an equal opportunities’ employer, we welcome applications from all sections of the community, particularly under represented groups including people with long term conditions and members of our ethnic minority and LGBTQ+ communities.

All appointments are subject to the successful completion of a probationary period.

Please note we reserve the right to close adverts early should we receive sufficient applications.

Regrettably, we cannot offer sponsorship for all roles. If you apply for a post that does not attract sponsorship, your application will be withdrawn from the process.

For further information on CPFT, please visit our website at https://www.cpft.nhs.uk

Detailed job description and main responsibilities

Please refer to the attached job description and person specification for full details of responsibilities

• Management and coordination of inbound and outbound communications and correspondence across multiple formats and channels.
• Responsible for the efficient coordination of appointment scheduling and proactive management of waiting lists to ensure timely access and optimal service delivery.
• 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.
• Process and triage referrals across multiple pathways, applying specialist knowledge to ensure accurate prioritisation and appropriate allocation in line with service protocols.
• Effectively manage a high volume of incoming calls while navigating multiple systems and applying specialist knowledge to deliver a professional, responsive, and solution-focused service.
• Utilise both internal and external partner systems to efficiently manage workload, ensuring tasks are completed accurately, collaboratively, and in line with service standards.
• Handle telephone-based electronic payments and banking transactions with accuracy and security, ensuring compliance with financial procedures while delivering a professional and customer-focused service.
• Collect patient feedback to support continuous improvement and ensure the delivery of high-quality, patient-centred services.
• Manage and process incoming and outgoing mail in accordance with various established postal protocols and organisational procedures, ensuring secure and timely handling of all correspondence.
• Provide operational support, supervision, training, mentorship and cover to/of colleagues as directed by line manager.
• Providing a high level of administrative support to our clinical teams, building good professional relationships whilst setting & ensuring remit boundaries.

Person specification

Education

• Educated to GCSE standard at 4-9 or A-C grade including English.
• High level of written and spoken English.
• Level 2 in Business Administration or equivalent experience

Experience

• Experience of working in a busy and fast paced environment
• Working with multiple people of various roles.
• Experience of planning and organising own workload
• Experience of administration duties & tasks
• Experience of working in an NHS environment preferably an NHS office environment.
• Experience in using computer programmes including health care IT systems

Skills & Abilities

• Good organisational skills
• Effective communicator with the ability to adopt an appropriate style & method of communication.
• Attention to detail & accuracy of work.
• Able to work on own initiative
• Able to work as part of a team.
• Able to work under occasional pressure/stress.
• Clear understanding of the importance of confidentiality
• Knowledge of Data Protection Act

Here at Cambridgeshire and Peterborough NHS Foundation Trust (CPFT) we are dedicated to providing high quality care with compassion. We deliver many of the NHS services that are provided outside of hospital and in the community such as physical, mental health and specialist services.

We are a health and social care organisation, offering a wide range of services, including:

• Integrated physical and mental health services for adults and older people;
• Specialist mental health and learning disability services;
• Children’s community services in Peterborough;
• Ground-breaking research

We strongly encourage applications from all sections of the community, particularly from under-represented groups including disabled people and members of our ethnic minorities and LGBTQ+ communities. For further information about our positive equality, diversity and Inclusion work, please visit https://www.cpft.nhs.uk/equalityanddiversity .

CPFT is looking to build upon its pool of temporary workers with Temporary Staffing Services (TSS). You will be asked at interview if you would be willing to register with TSS. This is an excellent opportunity for those looking to take on additional hours that are flexible around your personal circumstances.

Please be advised that in line with the WHO Health Workforce Support and Safeguards List, 2020 Cambridgeshire and Peterborough NHS Foundation Trust currently are unable to accept applications from overseas candidates whose country of residence is classed as a ‘Red List’ country.

Applicants who require entry into the UK will be required to provide a valid police certificate from the relevant authority from each country (except the UK) where the applicant has been present for 12 months or more, 10 years before the date of visa application, while aged 18 or over.

If you are successful at interview you will be subject to pre-employment checks, including a DBS (if appropriate), references and Occupational Health. To ensure a smooth process please bring all identity documents to your interview. A list of required identity documents will be attached to the interview invitation.

All communications will be sent to you via TRAC Systems. By applying for this post you are agreeing to CPFT transferring the information contained in this application to TRAC. If you are made an offer, information will also be transferred into the national NHS Electronic Staff Records system.