Administrative Assistant

Detailed job description and main responsibilities

Main Duties and Responsibilities 

1.    The post holder will be trained over the course of their employment to provide high quality administrative support within both teams.
2.    Support both   teams to deal with correspondence and other contacts from service users and professionals, to ensure that any follow up actions are progressed efficiently and effectively. 
3.    Record all details of any contacts with service users and other professionals using SystmOne and other computer programmes appropriately.
4.    Completing administration tasks on SystmOne including scanning documents onto patient records, checking tasks and registering service users, creating and sending letters.
5.    To provide administration support including dealing with post, emails, answering the telephone and telephone messages, photocopying, scanning, minute taking.
6.    Supporting the teams with any administrative functions appropriate to band 2 level.
7.    Support the maintenance of effective stock levels of equipment and office supplies.
8.    Undertake delegated tasks and projects as required with the support of line manager

Communication 

1.    Work closely with members of both Teams.
2.    Work with employees at all levels to provide a high quality administrative service.
3.    Uphold the reputation and values of Cambridgeshire Community Services NHS Trust.
4.    Maintain positive relationships and communication with colleagues across the service.
5.    Handle sensitive information provided by service users in a confidential manner.
6.    To contribute to ensuring that CCS responsibilities to engage and consult with patients and the public are met in line with statutory requirements.

Budgetary Responsibility 

1.    Orders stationery, maintain stock control

People Management

1.    Maintaining own professional development and requirement to take part in appraisal and KSF process.

Clinical and Practice Governance

1.    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.
2.    Any data that is taken/shared as part of a phone call or transported, transferred electronically must be undertaken with regard to the Trust Information Governance and Information Security policies.   
3.    The post holder must adhere to the Trust risk assessment and risk management processes.
4.    The post holder must adhere to infection control policies and procedures.
5.    Undertake mandatory training and any other training relevant to the role as required. 
6.    The 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. 

If this post is subject to the Rehabilitation of Offenders Act 1974 (Exemptions) Order 1975 the following must be included in the job description.

This post is subject to the Rehabilitation of Offenders Act 1974 (Exemptions) Order 1975 and as such it will be necessary for a submission for Disclosure of Barring Service to be made to check for any previous criminal convictions. Cambridgeshire Community Services NHS Trust is committed to the fair treatment of its staff, potential staff, or users in line with its equal opportunities policy and policy statement on the recruitment of ex-offenders.