Assistant Administrator

Cambridgeshire and Peterborough NHS Foundation Trust (CPFT); Peterborough; On-site; GBP 23,000 - 28,000; Part time

Job summary

Cambridgeshire and Peterborough NHS Foundation Trust (CPFT) is seeking an Assistant Administrator to provide on-site administrative support and reception duties in Peterborough Town Hall.

The role involves meeting and greeting patients, updating the electronic system, handling calls, and performing general admin tasks. Applicants should be able to multitask, work under pressure and keep patient information confidential.

Qualifications

• Educated to GCSE/GCE standard.
• RSA Stage II/NVQ Level 2 in administration or equivalent.
• Good command of written English.

Responsibilities

• Meet and greet service users and visitors in a professional manner.
• Update the patient electronic system and input data accurately.
• Answer calls and manage mailboxes, letters and appointments.
• Provide administrative support including printing, scanning, filing and stationery orders.

Skills

Customer service

IT skills

Reception duties

Communication skills

Education

GCSE/GCE

RSA Stage II/NVQ Level 2 in administration

Good written English

Tools

SystmOne

Job description

Main area Administrative Services Grade Band 2 Contract Permanent Hours Part time - 32.6 hours per week (Mon, Tues, Thurs & Fri: 09:00 - 17:00, Alternate Weds: 09:00 - 14:20) Job ref 310-ASMH-8233827

Site Peterborough Town Hall Town Peterborough Salary £25,272 per annum pro rata Salary period Yearly Closing 28/09/2026 23:59

Job overview

We are currently looking to recruit an enthusiastic and motivated Assistant Administrator to provide administrative support and reception duties to our team.

We are based at the heart of Peterborough City Centre at Town Hall, near the Bus & Train stations, providing convenient transport links. This position requires working on-site only, with no work-from-home option.

Working hours:

Although the role has set working days, we are also looking for someone who can be flexible and help provide cover during staff absences.

Main duties of the job

Your main duties will be meeting and greeting Service Users, updating our patient electronic system, answering calls, some of which might be of a sensitive nature. You will need be empathetic, with a natural drive to help and find an answer to patients’ enquiries.

Admin duties will include sending appointment letters, printing letters, scanning & uploading documents, manning mailboxes, dealing with room bookings, booking appointments, formatting letters, ordering stationery, sorting post etc. In order to do well in this role, you will need to be a team player with good communication and IT skills, able to multitask and work under pressure and more than anything else, you will put patients at the heart of everything we do.

If you think this sounds right for you and you have the transferrable skills, then we want to hear from you!

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.

• Ensure that the reception and waiting areas are welcoming, tidy and well presented at all times, and that noticeboards and patient
  information leaflets are kept up to date.
• To ensure that all internal doors and the main entrance door & grilles to windows are unlocked and alarm de-activated in time for the
  arrival of staff and patients in the morning. To close and lock all reception/waiting rooms and main entrance door & grilles to windows,
  as required.
• To ensure, as far as is reasonably practicable, that correct procedures are followed for staff and maintenance workmen accessing the
  building including routinely maintaining the visitors book and staff sign in sheets.
• To be the first point of contact for all those entering the clinic. Meeting, greeting and directing patients and visitors whilst maintaining a
  professional, courteous manner at all times.
• Ensure good customer service by providing a professional and effective service by dealing with queries from service users, staff on the
  telephone.
• Take accurate messages and ensure these are passed onto the appropriate person. To seek support, as required, when dealing with
  difficult situations or queries beyond own scope of knowledge and liaising with clinical staff, re-prioritisation to ensure that appropriate
  and timely action is taken.
• To operate the SystmOne package to check in patients arriving for clinic appointments.
• Organise transport (e.g. taxis) for service users as and when requested.
• To receive, sign for, sort and distribute incoming mail. To sort and frank outgoing external mail in an accurate and timely manner.

Person specification

Education/Qualifications

• Educated to GCSE/GCE standard
• RSA Stage II/NVQ Level 2 in administration or equivalent
• Good command of written English

Experience

• Previous experience of carrying out general admin procedures in a reception/administrative/secretarial environment
• Experience of customer facing role
• Experience of inputting accurate an timely data onto electronic systems
• Previous experience of working in a NHS office environment
• Experience in using computer programmes including healthcare IT systems
• Lived experience of mental health

Skills and Abilities

• Excellent customer care skills
• Excellent keyboard skills
• Audio/copy typing skills
• Good organisational skills
• Excellent telephone manner
• Experience of working with a minimum of supervision but within within standard operating procedures
• Ability to adopt an appropriate style and method of communication

Knowledge and Understanding

• Clear understanding of respect and confidentiality

Other Requirements

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

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.

Employer certification / accreditation badges

Name Mahi Vijayasankar Job title Admin Lead Email address [e-mail] Telephone number 01733 748484 Additional information

Sue Desborough
Senior Administartor
PALT
[e-mail]