Trac proudly powers the recruitment for
Cambridgeshire Community Services NHS Trust
About
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.
Single Point Of Access Administrator/Reception Team
Closed for applications on: 16-May-2024 08:28
Vacancy status: Closed
Closed for applications on: 16-May-2024 08:28
Key details
Location
- Site
- The Oak Tree Centre
- Address
- Oak Drive
- Town
- Huntingdon
- Postcode
- PE29 7HN
- Major / Minor Region
- Cambridgeshire
Contract type & working pattern
- Contract
- Permanent
- Hours
- Full time
- Flexible working
Salary
- Salary
- £22,816 - £24,336 per annum, pro-rata
- Salary period
- Yearly
- Grade
- (Band 3)
Specialty
- Main area
- Childrens Services
- Interview date
- 23/05/2024
Driven by our Trust values: Honesty, Empathy, Ambition, Respect; the Trust's vision is to provide high quality care to the diverse communities we serve to make their lives better.
We are passionate about creating an inclusive workplace that promotes and values diversity. Our cultural diversity, long term conditions and disabilities, and LGBTQIA+ staff networks are a key part of this commitment, creating positive change and helping build an inclusive culture across the Trust.
Different ideas, experiences and backgrounds make us stronger and more creative and applications from all walks of life are welcomed - our processes ensure that all applicants are treated fairly at every stage of the recruitment process.
Options for flexible working are considered for all roles within CCS, including job share opportunities, compressed hours, annualised hours, tailored working patterns and more. If you are interested in flexible working, please talk to the recruiting manager for this vacancy.
Job overview
Do you have strong communication and interpersonal skills?
We are looking for an enthusiastic and motivated Single Point Of Access Administrator/Receptionist to join our Children's Services Division.
The role is to act as the first point of contact for referrals/information/advice and signposting for the Cambridgeshire Children and Young People’s (CYP) Specialist Services and to ensure that every service user is able to speak to the right person, in the right place, at the right time.
The role also supports the Specialist Services administration services for CYP, performing a range of administrative duties in addition to providing support and cover for the reception team in the post holders base of work.
Part time will be considered with a minimum of 22.5hrs per week.
Why not click on the link to the Job Description and find out more about the role.
We look forward to receiving your application!
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Receiving and dealing with calls, emails, correspondence and other contacts from service users and professionals and handling these as required, in order to coordinate care according to agreed protocols and pathways.
Recognising the extent of their competency and identifying when referral to a clinician is required in accordance with agreed standard operating procedures.
Recording details of all contacts with service users and other professionals using SystmOne (S1) and other systems as appropriate.
Ensuring that follow up actions from calls, emails, correspondence and other contacts are progressed efficiently and effectively.
Completing administration tasks on S1, including scanning onto patient records, registering referrals, checking tasks, updating service user information, running routine reports and registering service users who have transferred in.
Confirming appointments via S1.
Booking interpreters as requested by clinicians and following up bookings as required.
Management and maintenance of meeting room calendars.
Completing other routine administration tasks as requested such as scanning, photocopying, sending out letters/reports, ordering, etc.
Providing support and cover for Reception Team, as required, in the post holders base of work.
Working for our organisation
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.
Detailed job description and main responsibilities
Main Duties and Responsibilities
Receiving and dealing with calls, emails, correspondence and other contacts from service users and professionals and handling these as required, in order to coordinate care according to agreed protocols and pathways.
Recognising the extent of their competency and identifying when referral to a clinician is required in accordance with agreed standard operating procedures.
Recording details of all contacts with service users and other professionals using SystmOne (S1) and other systems as appropriate.
Ensuring that follow up actions from calls, emails, correspondence and other contacts are progressed efficiently and effectively.
Completing administration tasks on S1, including scanning onto patient records, registering referrals, checking tasks, updating service user information, running routine reports and registering service users who have transferred in.
Confirming appointments via S1.
Booking interpreters as requested by clinicians and following up bookings as required.
Management and maintenance of meeting room calendars.
Completing other routine administration tasks as requested such as scanning, photocopying, sending out letters/reports, ordering, etc.
Providing support and cover for Reception Team, as required, in the post holders base of work.
Communication
Acting as the first point of contact for service users and professionals; providing and receiving all communications efficiently and effectively, demonstrating a customer service attitude, especially where there may be barriers to understanding or contentious discussions.
Using tact and diplomacy to de-escalate emotive situations.
Acting in accordance with the Trust’s complaints procedure where required.
Maintaining positive relationships and communicating with colleagues across the service.
The post holder will be required to handle sensitive information provided by service users in a confidential manner.
Providing and receiving routine information from the following:
Managers at all levels throughout Cambridgeshire Community Services (CCS) NHS Trust
CCS employees
Service users
Contribute to CCS’ internal communication strategies ensuring effective two-way communication and engagement within the organisation.
Budgetary Responsibility
Orders stationery, maintains stock control as required.
Ensure cost effective and efficient use of equipment and resources.
People Management
Maintaining own professional development and requirement to take part in appraisal and KSF process.
Clinical and Practice Governance
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.
Any data that is taken/shared as part of a phone call or transported, faxed, or transferred electronically must be undertaken with regard to the Trust Information Governance and Information Security policies.
The post holder must adhere to the Trust risk assessment and risk management processes
The post holder must adhere to infection control policies and procedures
Undertake mandatory training and any other training relevant to the role as required by Cambridgeshire Community Services NHS Trust.
The post holder must participate in clinical and safeguarding audits as required
he 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.
Certificate of Sponsorship
For roles that are eligible for sponsorship, applications from job seekers who require Skilled Worker Visa to work in the UK are welcome, and will be considered alongside all other applications. You are strongly advised to visit Check if you need a UK Visa website (Opens in a new tab), and familiarise yourself with what is required which should assist you in your understanding of the process
From 6 April 2017, skilled worker applicants applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here. (Opens in a new tab)
UK Registration
Applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new tab)
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Our safe recruitment pre-employment checks are undertaken before an appointment is confirmed and may include a DBS check. Where the role requires you to drive, we'll ask you to validate your driving licence online via the DVLA.
In submitting an application, you authorise Cambridgeshire Community Services NHS Trust to confirm any previous NHS service details via the Inter Authority Transfer (IAT) process should you be appointed.
ALL CORRESPONDENCE will be via the e-mail address on your application form. If you have not been invited to interview within 2 weeks of the closing date, you unfortunately haven’t been successful on this occasion, but keep an eye on our vacancies as a job that’s just right for you may appear!
Person specification
Qualifications
Essential criteria
- GCSE English and Maths Grade C and above or equivalent qualification
- NVQ 3 or equivalent experience
Experience
Essential criteria
- Experience within an administrative role
- Experience of working in a customer service environment/with the public
Desirable criteria
- Experience of working within children’s services or in an NHS environment
- Experience of using SystmOne
- Experience in a reception/spa role
- Experience of working across multiple teams
Knowledge & Skills
Essential criteria
- Excellent communication and interpersonal skills
- Effectively priorities and co-ordinates own work
- Standard keyboard skills
- Ability to use Microsoft Office packages such as Word, Outlook, Excel and PowerPoint
- Ability to work flexibly as part of a team
- Excellent time management skills
- Ability to use initiative without close supervision
- Ability to handle conflict/empathise with service users who may be in stressful situations
- Working knowledge of outlook
- Have good attention to detail and to be able to check own work
Safeguarding
Essential criteria
- Ability to safeguard and promote the welfare of children and young people/vulnerable adults
- Demonstrates understanding of safeguarding issues
- Appreciates the significance of safeguarding and interprets this accurately for all individual children and young people/vulnerable adults whatever their life circumstances
- Has a good understanding of the Safeguarding agenda
- Can demonstrate an ability to contribute towards a safe environment
Further details / informal visits contact
- Name
- Rebecca Keates
- Job title
- Lead Administrator SPA/Reception
- Email address
- [email protected]
- Telephone number
- 01480 425300
No longer accepting applications
Sorry, this vacancy is no longer accepting applications.
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