Are you a competent, self‑motivated, organised and efficient Administrator looking to make a difference within the NHS? Want to be the lynchpin of a busy, fun and friendly Sexual Health Outreach and Prevention team within Bedfordshire and Milton Keynes? Then this role may have your name on it.
Benefits
* Excellent benefits including flexible working options
* Training and support to develop you as an individual
* The chance to join an innovative and expanding service
* The opportunity to support a busy outreach team who make a difference
About the role
This role sits within our iCaSH service in Bedfordshire and Milton Kingdom and is part of a wider offering across Cambridgeshire, Norfolk and Peterborough. The role will be based in one of our iCaSH clinics within Bedfordshire or Milton Kingdom, to be confirmed on appointment. Please note there is an opportunity to support the team with outreach and prevention events and therefore there may be a requirement to work evenings and weekends. Should we receive a high number of applications we reserve the right to close this vacancy at any point after 26th January 2026.
Responsibilities
* Provide a comprehensive, confidential and high‑quality administrative service to the Outreach team.
* Undertake a high level of self‑directed work, autonomous decision making, troubleshooting and the ability to manage sensitive information; prioritise own day‑to‑day activities, including any specific requirements of the team/service.
* Work collaboratively with all members of the outreach and the wider multi‑disciplinary teams.
* Have sound knowledge of the electronic patient record system, utilising the service’s electronic systems and databases to input and retrieve information.
* Maintain patient information on the electronic patient record system including scanning, attaching files and other appropriate actions.
* Undertake clerical/secretarial and administrative tasks required for existing service delivery and for new initiatives, priorities and innovations.
* Manage queries, bookings and requests from staff and stakeholders via telephone, email, digital platforms or face‑to‑face, providing information as requested and as per Trust guidance and local procedures.
* Communicate information, requests and issues to members of the Outreach and multi‑disciplinary teams.
* Oversee procurement and distribution of consumables required by the Outreach team to include National Chlamydia Screening Programme, condoms and HIV Point of Care Test kits.
* Manage the Outreach team’s bookings and session requests using a centralised booking system.
* Support outreach sessions and events across the county as required.
* Identify and refer to senior colleagues any young and/or vulnerable people complying with Cambridgeshire Community Services (CCS) safeguarding policies.
* Maintain patient notes according to the Trust ‘Records Management Policy’ and have knowledge and experience of medical/sexual and reproductive health terminology.
* Contribute to effective communication, data and information management within the team.
* Maintain appropriate electronic and paper records and filing systems facilitating easy retrieval and access of information.
* Ensure correct storage of patient’s records as per the Trust ‘Records Management Policy’.
* Liaise with other services as necessary for the coordination of the outreach service and the smooth running of the department.
* Ensure that exposure to sensitive, confidential information, is dealt with in line with organisational information governance policies and procedures.
* Maintain databases as required by the role, for example the patient electronic record system.
* Work under the direction of your line manager to support the process of audit and the improvement of information quality in relation to electronic records held within the department.
* Ensure accurate record keeping in line with Trust and national standards. Support timely and accurate data entry and audit for performance and quality reporting.
* Maintain a thorough knowledge of and adherence to the full range of policies, procedures and guidelines relevant to iCaSH and the Trust.
* Be welcoming towards all stakeholders, providing assistance, support and information where required.
* Maintain good communication with other staff, patients and visitors including front‑of‑house/reception and answering the telephone in a courteous and professional manner as required by the wider Administration team.
* Actively participate in multidisciplinary training, meetings and events.
* Signpost stakeholders to other services where appropriate.
* Assist in maintaining stock levels (outreach/administrative/stationary supplies), identifying and reporting any discrepancies to line manager after appropriate training.
* Assist with or undertake stock control and ordering as required.
* Within the remit of own role, assist in providing training and support for new members of staff.
* Maintain own professional development and requirement to take part in annual appraisals and one‑to‑one meetings.
* Be prepared to attend and undertake any necessary training, being aware of the need to develop self and to strive to increase personal knowledge.
* Undertake any training identified by your line manager integral to the role requirements and speciality area.
* Recognise limitations and seek direction when necessary.
* Contribute to the development of outreach and setting standards.
* Participate in clinical and other audits as 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.
* Adhere to the Trust Information Governance and Information Security policies.
* Adhere to the Trust risk assessment and risk management processes.
* Adhere to infection control policies and procedures.
* Participate in relevant internal working groups/projects to provide information, advice and support and to maintain data collection systems for its effective use by the team.
* Demonstrate effective management of time & resources.
* Deliver against agreed objectives, achieving quality outcomes.
* Propose changes to and make recommendations for more effective service delivery and participate in service innovation and redesign.
* Contribute to the review and development of existing information management systems.
* Support implementation of projects and service initiatives.
* Have a clear understanding of personal accountability and level of responsibility and refer issues outside own competencies/level of knowledge to an appropriate member of the team.
* Ensure attendance at all relevant meetings, if on shift and available.
* Direct and escort patients and visitors around the clinic and signpost to other services.
* Take all reasonable steps to ensure the safe‑keeping of patient’s property in accordance with Trust policies.
Key Working Relationships
* The general public including service users/patients and their families
* Head of iCaSH Services
* iCaSH Outreach & Prevention Service Manager
* iCaSH Sexual Health Outreach & Prevention Coordinator
* iCaSH Bedfordshire and Milton Kingdom Service Manager
* iCaSH Bedfordshire and Milton Kingdom Service Support Leads
* iCaSH Clinical, Outreach and Administrative Teams
* iCaSH Medical Teams
* Other Cambridgeshire Community Services NHS Trust employees
* External organisations including Schools, Police, Social Care and Voluntary Organisations
This advert closes on Sunday 1 Feb 2026.
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