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Administration Assistant

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Cambridgeshire Community Services NHS Trust

11d ago

  • Job
    Full-time
    Entry, Junior & Mid Level
  • People, HR & Administration
    Healthcare

AI generated summary

  • You must be enthusiastic, organized, and skilled in communication. Experience with booking systems, patient records, and managing inquiries is essential for this role.
  • You will handle patient enquiries, book appointments, maintain records, facilitate communication, and manage mail efficiently and professionally.

Requirements

  • 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.
  • 30 hours per week, 7.5 hr days, 0900-1700 or 1200-2000 Monday to Friday, Saturday on rotation 0900-1300 with half day off in that week. One day off per week which may vary due to staffing and clinic needs
  • 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.

Responsibilities

  • 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.
  • 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.

FAQs

What are the working hours for the Administration Assistant role?

The Administration Assistant role is for 30 hours per week, with shifts of 7.5 hours either from 0900-1700 or 1200-2000, Monday to Friday, and Saturdays on rotation from 0900-1300.

Is the position full-time or part-time?

The position is part-time, requiring 30 hours of work per week.

Where will the primary work location be?

The primary work location will be at Kingsbrook, with the expectation to provide cover at Grove View Dunstable on occasions.

What kind of tasks will the Administration Assistant perform?

The Administration Assistant will provide call taking, reception, appointment booking, and general administration support to both clinical and non-clinical teams.

What qualities are important for this role?

It is important to have a welcoming, friendly, efficient, courteous, and professional manner when dealing with patients and visitors.

Are there opportunities for informal visits or further inquiries about the job?

Yes, for further details or informal visits, you can contact Aoife McNamara, Clinical Nurse Specialist, or Sarah Clapp, Service Support Lead.

What is the process for handling patient communications?

The Administration Assistant will facilitate communication with patients by booking appointments through various contact methods, including telephone, online booking, direct messaging, and chat functions.

Are there any specific requirements for maintaining patient records?

Yes, the Administration Assistant is responsible for maintaining accurate patient records, both manual and electronic, in accordance with the organisation’s Record Keeping Policy.

How does the organization value its staff?

The organization is committed to prioritizing staff engagement and development, as evidenced by being rated 'Outstanding' by the Care Quality Commission and receiving high ratings in the national staff survey.

Can candidates from all backgrounds apply for this position?

Yes, the organization welcomes applications from individuals of all backgrounds.

Cambridgeshire Community Services NHS Trust

Providing health and care services across Bedfordshire, Cambridgeshire, Luton, Norfolk, Peterborough and Suffolk.

Science & Healthcare
Industry
1001-5000
Employees

Mission & Purpose

Cambridgeshire Community Services aims to deliver high quality care to the diverse communities we serve in Bedfordshire, Cambridgeshire, Luton, Milton Keynes, Norfolk, Peterborough and Suffolk. We provide the following services: • A range of children’s services to children, young people and families in (Cambridgeshire and Norfolk) • School age immunisation programme (Cambridgeshire, Norfolk, Peterborough and Suffolk) • ICaSH: Integrated Contraception and Sexual Health Services (Bedfordshire, Cambridgeshire, Norfolk, Peterborough and Suffolk) • Dental services (Cambridgeshire, Peterborough and Suffolk) • Musculo-skeletal services and uro-gynaecological physiotherapy services (Cambridgeshire and Peterborough) • The Oliver Zangwill Centre for Neuropsychological Rehabilitation and the Evelyn Community Head Injury Service • Children and Adults’ Community Health services for the residents of Luton • Children and Adults’ Community Health services for the residents of Bedfordshire are provided in partnership with East London NHS Foundation Trust (ELFT). We believe that community based health services are fundamental to the success of an NHS that gives people more choice and control over their health care.