Administrator

Job overview

We are recruiting for a motivated, well organised, enthusiastic and flexible Administrator to work alongside our Band 4 Senior Administrator, to provide support to the Community Integrated Discharge team. This is a busy and friendly team which is based in the hospital working with other organisations in an open plan office.

The successful applicant will be required to access hospital and community IT systems to gather patient information and ensure robust and correct activity reporting. Both written and verbal communication skills are required as telephone answering will be an important part of this role. Applicants must have a good working knowledge and experience of MS Office packages such as Word and Excel.

Attention to detail and accuracy is essential as is a flexible approach to work i.e. ability to work on your own initiative as well as part of a team in a busy environment.

We are committed to making sure all staff receive the right training and development to deliver excellent services to the communities we serve. Our aim is to develop an empowered, motivated and effective workforce who is able to fulfil their career aspirations.

Should we receive a high number of applications we reserve the right to close this vacancy at any point after 2nd March 2026.

Main duties of the job

Communicate promptly and effectively with service users and staff & other stakeholders, utilising telephone, email, letters, face to face contact and SystmOne.

Support and understand the delivery of remote monitoring pathways

Postholder receives complex or sensitive information

To have an understanding of the services delivered and staff roles within the service

Provide high quality, accurate, timely admin support to team

To respond effectively to queries in line with service and Trust guidelines and standard operating procedures, analyse information, resolve problems or escalate where required

To ensure patient contact is documented timely and accurately in the record as per trust guidance.

To arrange meetings and conferences, co-ordinating all relevant requirements as requested.

Plan education sessions & meetings, sourcing venues, allocating staff

Use relevant systems to order resources and raise purchase orders as necessary

Support management of electronic diaries for Nursing Teams Rotas’

Develop and maintain proficiency with relevant IT systems including SystmOne, MS office, Oracle, NHS Supply Chain

Support new processes/systems as and when required with regard to current ways of working e.g. E-Rostering

Maintain the storage and retrieval of information from manual and computerised database systems.

Detailed job description and main responsibilities

To design flyers/promotional posters and advertisements for publications and displays.

To assist with the production of agendas and papers for meetings

Participate in meetings, taking accurate and concise minutes.

Contribute to service development

Manages own workload where possible and guided by SOP’s/policies and procedures

Communication

• Conduct telephone calls and messages in a timely, courteous and professional manner, ensuring appropriate actions are taken as required.
• Ensure all contacts with patients are documented in the records in line with the record keeping policy.
• Prioritise workload and liaise with clinicians to resolve conflicting appointments as per service pathways.
• Collate and input the service feedback from patients (friends and family test - FFT)

Key Relationships

• Administration Manager
• CCS Clinical team leads
• CCS colleagues
• Patient and family / carer
• NHS Colleagues
• Local Authority
• Other relevant external partners / agencies e.g. Public Health organisations, social care, residential / nursing home

Budgetary Responsibility

• Ensure adequate stationery and supplies / equipment are ordered.
• To research and obtain for example, the most economical quotations for leaflets, booklets and other training and outreach resources as required.

People Management

• To demonstrate duties to new starters in own work area.
• To support effective management in areas including e-expenses, mandatory training, annual leave and staff rota’s. Maintaining own professional development, engaging actively in the Trusts annual appraisal.
• Maintain all Trust and role specific mandatory training requirements
• The post holder is required to demonstrate a commitment to support the improvement of lives of the population of the Trust services

Research & Development Activity

• All employees are subject to the requirements of the Data Act 1998 and must maintain strict confidentiality in respect of managing patient, staff and Trust information
• Keep accurate electronic records of statistical information as required.
• To be proficient in maintaining a stand-alone database to support research and audit.
• Contributing to improving the overall quality of service delivery by responding to feedback and changes in the requirements of the service

Working conditions

• The post holder will spend a considerable amount of their working day using a P.C and may be required to support with moving equipment, stock and documentation.
• High levels of concentration are required to produce and maintain accurate records including patient letters
• Frequent exposure to potentially emotional circumstances when supporting patients, carers and family members
• Open plan offic

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 his/her duties with regard to Cambridgeshire Community Services NHS Trust Equal Opportunities 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.

All post holders will be accountable for their actions, reporting to their line manager for guidance and support for any issues or matters outside of the parameters of their role.

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 in response to changes and developments within the Trust.