Administrator

CPFT; Peterborough; On-site; GBP 26,000 - 27,000; Full time

Job summary

Cambridgeshire and Peterborough NHS Foundation Trust (CPFT) is seeking an enthusiastic Administrator to support the Diabetes Service across countywide hubs. You will handle referrals, waiting lists, records, and communications, liaising with nurses and service users to ensure a streamlined service.

The role requires travel around the county and a flexible approach to 37.5 hours per week, with the potential for part-time or full-time arrangements. Aprobationary period applies.

Qualifications

• GCSEs at 4-9 or A-C including English.
• High level of written and spoken English.
• Level 2 or higher qualification in Administration or equivalent experience.

Responsibilities

• Management and coordination of inbound and outbound communications and correspondence across multiple formats and channels.
• Efficient coordination of appointment scheduling and proactive management of waiting lists to ensure timely access.
• Inputting and updating service user information on computerised information systems and creating service user notes where necessary.
• Maintain filing in paper and electronic records and track notes in a timely manner.
• Process and triage referrals across multiple pathways with appropriate prioritisation.
• Manage high volume incoming calls across multiple systems with a professional, solution-focused approach.
• Utilise internal and external partner systems to manage workload accurately.
• Handle telephone-based payments and banking transactions with security and accuracy.
• Collect patient feedback to support continuous improvement and high-quality services.
• Manage mail in accordance with protocols and ensure timely handling of correspondence.
• Provide operational support, supervision, training, and cover to colleagues as directed.
• Provide high level administrative support to clinical teams while maintaining remit boundaries.

Skills

Organisation

Communication

Attention to detail

Initiative

Teamwork

Pressure management

Confidentiality

Data Protection Act

Education

GCSEs incl English

English language proficiency

Level 2 Administration qualification or equivalent

Job description

Main area Administration Grade Band 3 Contract Permanent: Monday-Friday Hours

• Full time
• Part time
• Job share

37.5 hours per week (hours can be discussed at interview - part time or full time considered.) Job ref 310-OPAC-8078911-A

Site Huntingdon, Cambourne, Peterborough or Doddington Town Peterborough Salary £25,760 - £27,476 per annum pro rata Salary period Yearly Closing 21/10/2026 23:59

Job overview

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

The successful candidate will be providing patient focused administration support to a countywide service covering Cambridge, Fenland, Peterborough & Huntingdon liaising with our Nurses 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.

We currently have 1 full time vacancy, 37.5hrs per week.

Please note for this role you will be required to travel independently around the county meeting strict time deadlines

Main duties of the job

The role involves providing comprehensive administrative support to our Diabetes Service.

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 level with four GCSEs at 4-9 or A-C including English or equivalent
• High level of written and spoken English.
• Level 2 or higher qualification in 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

Other

• Ability to travel independently and in a timely manner across Cambridgeshire and Peterborough to meet strict deadline

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 your 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.