Administration Assistant

An exciting opportunity has arisen for an enthusiastic and committed Administration Assistant to provide high quality services to the community who use the Integrated Contraception and Sexual Health (iCaSH) services across Bedfordshire. Your main base will be Grove View Dunstable but with the expectation to provide cover at King Brook for Saturdays as per rota.

To provide call taker, reception, front of house, appointment booking for patients and additional administration support function to the iCaSH service clinical and non-clinical teams.

Act as the first point of contact to patients and visitors, ensuring all enquires and contact with iCaSH are dealt with in a welcoming, friendly, efficient, courteous and professional manner, promptly and prioritising as required dependant on urgency of enquiry.

22.5 hours per week, Monday 12.00-20.00, Wednesday 09.00-18.00, Thursday 09.00-16.00. Saturday on rotation 0900-1300 with half day off in that week. Half day off per week which may vary due to staffing and clinic needs.

Act as the first point of contact to patients and visitors, ensuring all enquires and contact with iCaSH are dealt with in a welcoming, friendly, efficient, courteous and professional manner, promptly prioritising as required dependant on urgency of enquiry.

Facilitate communication with patients booking of appointments for clinics via relevant contact methods for example, telephone, online booking, direct messaging and chat functions, using the clinical system and other local booking/waiting list processes.

Update and process patient demographics on the clinical system and associated booking/check in/waiting list processes.

Maintain accurate patient records both manual and electronic in accordance with the organisation's Record Keeping Policy.

Respond to routine enquiries and requests for information, passing information onto relevant colleagues as appropriate and in a timely manner.

When required; receive, sort, distribute and dispatch all mail, ensuring all outgoing mail is appropriately processed and ready for collection at the appropriate time.

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.

Job responsibilities

Act as the first point of contact to patients and visitors, ensuring all enquires and contact with iCaSH are dealt with in a welcoming, friendly, efficient, courteous and professional manner, promptly prioritising as required dependant on urgency of enquiry.

Maintain accurate patient records both manual and electronic in accordance with the organisations Record Keeping Policy.

When required; receive, sort, distribute and dispatch all mail, ensuring all outgoing mail is appropriately processed and ready for collection at the appropriate time.

When required, take bookings for meeting rooms.

Assist with archiving of clinical notes in line with NHS Trust Retention and Disposal Policy.

Provide administration support to the iCaSH Service secretaries if required.

Update and process patient demographics on the clinical system and associated booking/check in/waiting list processes.

Open, sort and prioritise clinic mail. Scanning of relevant client medical records, laboratory reports and other clinic correspondence onto the electronic patient record.

Facilitate communication with patients and booking of appointments for clinics via relevant contact methods (for example, telephone, online booking, direct messaging and chat functions) using the clinical system and other local booking/waiting list processes.

Respond to routine enquiries and requests for information, passing information onto relevant colleagues as appropriate and in a timely manner.

• The general public including patients and their families if appropriate
• Head of iCaSH Services
• iCaSH Service Manager
• Service Support Lead
• Clinical Nurse Manager
• Administration Team
• iCaSH Locality Team
• iCaSH Clinical Team
• iCaSH Medical Team
• Other Cambridgeshire Community Services employees
• iCaSH/CCS Subcontracted Services
• External/Third party organisations

Contribute to the financial delivery and sustainability of the department objectives.

Support with stock control and ordering as required.

Maintain own professional development and participate in The Trusts appraisal and KSF process.

Participate/support in clinical audit, service development and research projects if required.

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 prevention and 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 should participate in Clinical & Safeguarding audits, research and service redesign and development projects as required.

The post holder is required to participate in relevant emergency preparedness process for their team.

Skills

Knowledge and skills Essential

• Understand working with vulnerable people
• Ability to Maintain good relationships with colleagues and Professional staff
• Excellent organisational skills/telephone and communication skills and ability to prioritise and plan ahead
• Working with sensitive information and protecting confidentiality

Desirable

• Knowledge of the application of administrative systems and programmes in healthcare

Qualifications and training Essential

• Educated to GCSE level English and Maths or equivalent
• Competent operator of computers and software

Experience Essential

• Proven experience of using Microsoft Office
• Ability to use own initiative/ work to deadlines
• Experience of working in a constantly changing environment

Desirable

• Experience in NHS or clinical setting

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer name
Cambridgeshire Community Services NHS Trust

Address
Grove View Dunstable. Kings Brook Bedford - Saturday shifts as per rota.
iCaSH Grove View Integrated Health Hub, Court Drive, Dunstable
Bedfordshire
LU5 4JD

Employer's website
https://www.cambscommunityservices.nhs.uk/careers