Team Administrator East of England Community Health and Care NHS Trust (Cambridgeshire)

Team Administrator East of England Community Health and Care NHS Trust (Cambridgeshire) Company:

Company: East of England Community Health & Care NHS Trust

Are you an experienced and motivated administrator, who enjoys being part of friendly team?

Do you have excellent telephony and communication skills to deal with sometimes complex and difficult issues?

Are you looking for a new challenge?

Do you have the transferrable skills we are looking for and can bring a good work ethic and personality to our team?

We're looking for a dynamic and pro-active Administrator to support our CYP Service for 37.5 hours per week (hrs). We are based at The Poynt in Luton.

You'll be part of a friendly, professional and dedicated team providing comprehensive administrative support across the CYP Service.

The role includes:

Acting as the first point of contact for staff, families, carers and partner organisations.

Prioritise a busy workload, using your own initiative, both independently and as part of the team.

Handling confidential and sensitive information

Procurement of clinical equipment and stock

Accessing and updating SystmOne electronic patient records

Should we receive a high number of applications we reserve the right to close this vacancy at any point after 24th July 2026.

Develop a thorough understanding of the service and processes.

Efficiently use SystemOne and other databases to record and track the patient's treatment pathway.

Efficiently use appropriate systems to collect, collate and report data and information in an accurate format (e.g. Microsoft Excel, Word, PowerPoint).

Respond to all colleagues in a positive, professional and helpful manner, building good working relationships.

Communicate effectively with a wide range of people including colleagues and members of the public, ensuring a professional approach is presented at all times.

Demonstrate the ability to remain focussed on service delivery whilst dealing with an unpredictable, diverse and challenging workload.

Use your own initiative in prioritising workload to ensure deadlines are met. When appropriate, to propose changes to working practices to maximise efficient/effectiveness of role.

Adopt a flexible and supportive role within the administration team by assisting with workload in the absence of colleagues to maintain a robust and quality service.

Carry out general administrative tasks for the department to agreed standards and timescales.

Demonstrate personal resilience to handle sensitive telephone calls and process sensitive information in a controlled and professional manner.

The qualification, training & experience requirements for the role are underlined in the Job Description/Person Specification.

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.

All are welcome to apply and our promise to you is a culture which prioritises staff engagement and development.

About us By joining Cambridgeshire Community Services you will be helping our communities and in return we will support you with:

• Generous annual leave allowance
• Free flu vaccine every year
• Health & Wellbeing support and resources
• Choice of staff networks to support (we are proud to be a diverse and inclusive organisation)

Job Purpose: To contribute, as part of the team, in providing administrative support to the Children's Services across Bedfordshire and Luton.

To provide high quality, administrative services to a multi-disciplinary team of professionals in order to facilitate the effective and efficient delivery of services.

MAIN DUTIES AND RESPONSIBILITIES Communication On a day-to-day basis, provide a full range of administrative support services to Children's Services. This will involve receiving and providing sensitive and complex patient information and ensuring that Cambridgeshire Community Services' policies and procedures are adhered to.

Be conversant with the roles of all staff and their relationships with internal / external organisations.

Data inputting onto computerised systems.

Maintenance and preparation of patient records as per Cambridgeshire Community Services' guidelines.

Assist staff in preparing for meetings / training. Booking rooms and providing refreshments, as appropriate.

Dealing with fault reporting, servicing and maintenance of office and patient equipment.

Be responsible for regular health & safety checks, as instructed.

Liaising with the Trust regarding telephones, computers etc.

Ensure new referrals, discharge and active caseloads are up-to-date.

Send out invitation letters (already formulated) and maps for training sessions, send out training forms and certificates to delegates.

Distribution of Care Plans and Nurse-Led Assessments.

Sending out team updates and other information to carers as and when required.

Audio typing and Minute taking, as required.

Archiving of paper records.

Key Relationships Community Services Leads

East of England Community Health & Care NHS Trust staff

Special Schools

Luton & Dunstable Hospital

Budgetary Responsibility Maintain and monitor clinical equipment and stationery supplies, order stock (as appropriate), check deliveries, put away stock and report discrepancies.

Ensure accurate systems are maintained.

Operate and maintain equipment, following instructions for use, ensuring cleanliness and reporting faults.

Maintain supplies by issuing stock on request, monitoring use and ordering supplies as necessary.

Take responsibility for equipment in the administration office, ensuring any problems are rectified / reported, as appropriate, and ensuring paper / toner is topped up as necessary.

People Management Preparation and distribution of rotas to teams.

Submission of appropriate P Forms for the teams.

Update staff lone working records/information.

Maintaining own professional development and requirement to take part in Appraisal and KSF process and training programme, as required, to fulfil duties of the post.

Develop self to continually improve performance, undertake development activities, as necessary.

Research & Development Activity Assist with audit data as and when required.

Complete staff surveys / audits, as required.

Research and supply information as requested.

Analytical & Judgemental Handle incoming communications (Referrals, telephone calls and emails) bringing urgent business to the attention of the Team Lead or Clinician.

Prioritise workload and resolve conflicting demands using own judgment to prioritise.

If applicable, monitor waiting lists in a timely manner

Future planning for clinics and patient appointments.

Planning & Organisation Contribute to ensuring work is produced to agreed standards through planning and agreeing work, managing workload and maintaining work flow.

Support the Team Lead and individual team members when required.

Utilise the general office for administrative tasks, including photocopying, filing etc.

Ensure all outgoing mail is appropriately addressed and ready for collection at the appropriate time.

Deal with all received mail (internal or external) distributing to the appropriate person or team as per office processes.

As first point of contact, be expected to communicate with callers in a courteous, highly sensitive and confidential manner

Responsibility For Policy & Service Development Adherence to Information Governance policy.

Adherence to Cambridgeshire Community Services' policies.

Be aware of health and safety issues relevant to Cambridgeshire Community Services working environment and report as appropriate to the designated Health & Safety Officer in accordance with policy. Also within all buildings owned or not owned by CCS.

Be aware and follow all East of England Community Health & Care NHS Trust policies relevant to own role.

Information Resources Store and retrieve information using established paper filing and computerised database systems. Input both data and text into computer systems. Develop paper and computerised storage systems to meet the needs of the service. Arrange for the safe destruction of all correspondence and files in accordance with statutory and locally defined timescales.

Freedom To Act Take responsibility for own actions and work unsupervised to own initiative however, the Team Lead is available when required.

Work within clearly defined Standard Operational processes (SOPs).

Maintain confidentiality in accordance with the Data Protection Act (1998) and exercise initiative and discretion in the performance of duties.

Mental Effort Frequent concentration with interruptions; work pattern can be both predictable / unpredictable.

Interruptions with enquiries will occur during daily activities, some of which may require immediate attention.

Emotional Effort The post-holder will be exposed to working with diverse population groups and clients some with difficult social and medical circumstances.
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