Driven by our Trust values: Honesty, Empathy, Ambition, Respect; the Trust's vision is to provide high quality care to the diverse communities we serve to make their lives better. We are passionate about creating an inclusive workplace that promotes and values diversity. Our cultural diversity, long term conditions and disabilities, and LGBTQIA staff networks are a key part of this commitment, creating positive change and helping build an inclusive culture across the Trust. Different ideas, experiences and backgrounds make us stronger and more creative and applications from all walks of life are welcomed - our processes ensure that all applicants are treated fairly at every stage of the recruitment process. Options for flexible working are considered for all roles within CCS, including job share opportunities, compressed hours, annualised hours, tailored working patterns and more. If you are interested in flexible working, please talk to the recruiting manager for this vacancy. Please note, the selection processes at Cambridgeshire Community Services are in place to ensure we recruit candidates with the right values and skills. Please be advised that the use of AI in applications are monitored, we remain watchful of candidates who misuse these tools to generate an application that doesn’t accurately reflect their skills. Job overview We are currently recruiting a reliable, committed, motivated and valued Administrator for on a 12 months fixed term contract. You would be required to provide a comprehensive administration service. If you are looking for a new challenge, enjoy variety in your work and wish to be part of a team striving to make a difference for our 0-19 year old community then we want to hear from you. Should we receive a high number of applications we reserve the right to close this vacancy at any point after the 22nd December 2025. Advert This role involves providing admin support to our Community Paediatric Service Countywide. You will be dealing with referrals, managing mailbox, arranging appointments, sending clinical correspondence, data inputting, face to face and telephone contact with patients and the clinical staff, scanning documentation, photocopying, email correspondence, and providing general administration duties to support the clinic and team. This role might involve possible travel to other sites on an adhoc basis. This role will require excellent organisational, communication, interpersonal skills and able to work autonomously and within a team. The ideal candidate will have a strong team work ethic, sense of accountability, friendly, positive, professional outlook, accompanied by an ability to work under pressure at times. There is potential for additional tasks to be added on to this role. Working for our organisation 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. Detailed job description and main responsibilities Main Duties and Responsibilities General administrative tasks such as typing, scanning, photocopying, printing, post allocation, archiving, welcoming and managing guests/visitors. Process referrals and outcomes from these referrals. Processing service emails and queries. Completing administration tasks on SystmOne. Answering phone calls and responding to emails/ messages from colleagues, patients, GPs and other services following local procedures and guidelines. Support the management of the rotas, ledgers and waiting lists, escalating any issues. Booking appointments for clinical staff and producing records, electronic and paper which may be required by the operational teams e.g. training sessions, clinical outcome letters, this information may be confidential and of a sensitive nature. Arranging clinics and meetings as requested, including booking meeting rooms and relevant preparation. Contribute to the ongoing development and monitoring of administrative processes and procedures. Prioritise and manage own workload. To participate in staff supervision and appraisal process. Make suggestions to changes in processes and practices to improve the service. To participate in administration meetings and share good practice amongst peers within the organisation. Communication The postholder will need to develop and maintain relationships with a wide variety of people including patients, parents, education, social care, hospitals, GP’s and internal departments using a variety of communication methods e.g. telephone, email, letters, reports. Act as a link between medical/clinical staff and callers, visitors and colleagues to ensure a high standard of service is maintained and demonstrating Cambridgeshire Community Services values at all times. Using sensitivity and a calm approach will be crucial to ensure contacts are prioritised effectively and safely for children with highly complex medical conditions. Highlighting and escalating any issues or incidents that may impact on operational services to the relevant service and/or manager and using Datix reporting system to raise awareness of risks. Maintain links with other relevant administration staff to ensure support network and common systems of working are developed and when necessary demonstrate/assist less experienced colleagues with tasks. Using tact and diplomacy to deescalate emotive situations. Acting in accordance with the Trust’s complaints procedure where required. Maintaining positive relationships and communicating with colleagues across the service. The post holder will be required to handle sensitive information provided by service users in a confidential manner. Be able and confident to identify the need and take action to modify and adapt methods of communication to account for differing needs of callers especially in stressful or difficult situations. Providing and receiving routine information from the following: Managers at all levels throughout Cambridgeshire Community Services NHS Trust (CCS) CCS employees Service users Contribute to CCS’ internal communication strategies ensuring effective two-way communication and engagement within the organisation. Clinical and Practice Governance 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 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 must participate in clinical and other audits as required. Participate in supervision on a regular basis. The post holder is required to participate in relevant emergency preparedness process for their team. General 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. 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. 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. Sustainability It is the responsibility of all staff to minimise the Trust’s environmental impact wherever possible. This will include recycling, switching off lights, computers, monitors, and equipment when not in use. Helping to reduce paper waste by minimising printing/copying and reducing water usage, reporting faults and heating/cooling concerns promptly and minimising travel. Where the role includes the ordering and use of supplies or equipment the post holder will consider the environmental impact of purchases. On April 1st 2025, the Boards of Cambridgeshire Community Services NHS Trust and Norfolk Community Health and Care NHS Trust will come together to deliver services as a group, with a singular board operating across both organisations. Both trusts are high performing specialist community health and care providers working in the East of England. Both have a strong track record, with the highest ratings from the Care Quality Commission, best in class NHS staff survey outcomes, and a decade of experience in innovation and clinical development. The group model provides health and care services to a population of 3.2 million in their homes and neighbourhoods. We provide care that supports people from the very beginning to the very end of their lives. We will remain 2 separate employers until further notice and the specific role being advertised will be in employed by Cambridgeshire Community Services NHS Trust Certificate of Sponsorship For roles that are eligible for sponsorship, applications from job seekers who require Skilled Worker Visa to work in the UK are welcome, and will be considered alongside all other applications. You are strongly advised to visit Check if you need a UK Visa website ( Opens in a new tab), and familiarise yourself with what is required which should assist you in your understanding of the process From 6 April 2017, skilled worker applicants applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here. (Opens in a new tab) UK Registration For roles that require professional registration, applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new tab) Our safe recruitment pre-employment checks are undertaken before an appointment is confirmed and may include a DBS check. Where the role requires you to drive, we'll ask you to validate your driving licence online via the DVLA. In submitting an application, you authorise Cambridgeshire Community Services NHS Trust to confirm any previous NHS service details via the Inter Authority Transfer (IAT) process should you be appointed. ALL CORRESPONDENCE will be via the e-mail address on your application form. If you have not been invited to interview within 2 weeks of the closing date, you unfortunately haven’t been successful on this occasion, but keep an eye on our vacancies as a job that’s just right for you may appear!