Administrative Support Officer

1 week ago

Cambridge, Cambridgeshire, United Kingdom Cambridgeshire and Peterborough NHS Foundation Trust Full time

About the Role

We are seeking an enthusiastic and motivated part-time administrator to join our dynamic administration team based in South Cambridgeshire Hall, Cambourne Business Park, Cambourne.

This role is within the Older Peoples Mental Health team and will involve supporting the Nurses, Clinicians and Psychiatrists. The admin team strives to ensure the provision of a professional and competent service, as well as offering excellent customer care to patients, families and colleagues.

The post holder will be responsible for providing efficient, effective and timely administrative support for the Mental Health Team. This will include liaison with external referrers, Trust staff and team and Admin colleagues to ensure effective communication and administrative systems are maintained for the receipt and onward delivery of all referrals for all Divisions.

Main Responsibilities

  • Word processing of all forms of correspondence, reports and summaries that are required by the team.
  • Answer all telephone calls within the defined timeframe.
  • Use effective telephone techniques to healthcare professionals, patients and other agencies in a quick and efficient manner.
  • Record information in the chosen software timely and accurately.
  • Manage all calls in a controlled and professional manner.
  • Deal with difficult callers in a calm and professional manner.
  • Any data that is taken/shared as part of a phone call or transferred electronically must be undertaken with regard to the Trust Information Governance and Information Security policies.
  • Attend and book rooms for team meetings, take, transcribe and distribute minutes on a weekly basis.
  • Provide operational support to colleagues, and supervision of Band 2 administration staff within the team, if required, as directed by Line Manager.
  • Inputting and updating service user information and service user/team activity on computerised information systems, creating service user notes where necessary and according to policy.
  • Maintain electronic records, ensuring that it is kept up to date at all times. In accordance with Trust procedures, track and receive notes in a timely manner.
  • Ensure good customer service by providing a professional and effective telephone service, taking accurate messages and providing information and signposting as requested and appropriate.
  • To register referrals, maintain administration resulting from clinics, including appointment bookings and cancellations.
  • To provide operational support for clinical letters / correspondence using necessary computerised systems.
  • To provide administrative support clinical staff including consultant psychiatrists.

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