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
Are you an experienced and motivated administrator, who enjoys being part of friendly team?
Are you looking for a new challenge?
Do you have the transferrable skills we are looking for and can bring a good work ethic and personality to our team?
Yes …. then we need to know more about you and would encourage you to apply.
We're looking for a dynamic and pro-active Administrator to support our CYP Service for 37.5 hours per week hrs). We are based at The Poynt in Luton.
You'll be part of a friendly, professional and dedicated team providing comprehensive administrative support across the CYP Service.
The role includes:
* Acting as a key contact for staff, families, carers and partner organisations.
* Prioritise a busy workload, using your own initiative, both independently and as part of the team.
* Handling confidential and sensitive information
* Procurement of clinical equipment and stock
* Accessing and updating SystmOne electronic patient records
If you're competent and confident in your IT Skills (Microsoft Word/Excel/Outlook) and organised, proactive, confident and committed to delivering an excellent service, we'd love you to apply.
Advert
Acting as a key contact for staff, families, carers and partner organisations.
Prioritise a busy workload, using your own initiative, both independently and as part of the team.
Handling confidential and sensitive information
Procurement of clinical equipment and stock
Accessing and updating SystmOne electronic patient records
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
Job Purpose:
1. To contribute, as part of the team, in providing administrative support to the Children's Services across Bedfordshire and Luton
2. To provide high quality, administrative services to a multi-disciplinary team of professionals in order to facilitate the effective and efficient delivery of services.
MAIN DUTIES AND RESPONSIBILITIES
Communication
1. On a day-to-day basis, provide a full range of administrative support services to Children's Services. This will involve receiving and providing sensitive and complex patient information and ensuring that Cambridgeshire Community Services' policies and procedures are adhered to.
2. Be conversant with the roles of all staff and their relationships with internal / external organisations.
3. Data inputting onto computerised systems.
4. Maintenance and preparation of patient records as per Cambridgeshire Community Services' guidelines.
5. Assist staff in preparing for meetings / training. Booking rooms and providing refreshments, as appropriate.
6. Dealing with fault reporting, servicing and maintenance of office and patient equipment.
7. Report Estates requests, as required.
8. Be responsible for regular health & safety checks, as instructed.
9. Liaising with the Trust regarding telephones, computers etc.
10. Ensure new referrals, discharge and active caseloads are up-to-date.
11. Send out invitation letters (already formulated) and maps for training sessions, send out training forms and certificates to delegates.
12. Distribution of Care Plans and Nurse-Led Assessments.
13. Sending out team updates and other information to carers as and when required.
14. Audio typing and Minute taking, as required.
15. Archiving of paper records.
16. Booking patient appointments.
Key Relationships
· Team Lead
· Service Lead
· Community Services Leads
· Cambridgeshire Community Services staff
· Special Schools
* Luton & Dunstable Hospital
Budgetary Responsibility
1. Maintain and monitor clinical equipment and stationery supplies, order stock (as appropriate), check deliveries, put away stock and report discrepancies.
2. Ensure accurate systems are maintained.
3. Operate and maintain equipment, following instructions for use, ensuring cleanliness and reporting faults.
4. Maintain supplies by issuing stock on request, monitoring use and ordering supplies as necessary.
5. Take responsibility for equipment in the administration office, ensuring any problems are rectified / reported, as appropriate, and ensuring paper / toner is topped up as necessary.
People Management
1. Preparation and distribution of rotas to teams.
2. Submission of appropriate P Forms for the teams.
3. Update staff lone working records/information.
4. Maintaining own professional development and requirement to take part in Appraisal and KSF process and training programme, as required, to fulfil duties of the post.
5. Develop self to continually improve performance, undertake development activities, as necessary.
Research & Development Activity
1. Assist with audit data as and when required.
2. Complete staff surveys / audits, as required.
3. Research and supply information as requested.
Analytical & Judgemental
1. Handle incoming communications (Referrals, telephone calls and emails) bringing urgent business to the attention of the Team Lead or Clinician.
2. Prioritise workload and resolve conflicting demands using own judgment to prioritise.
3. If applicable, monitor waiting lists in a timely manner
4. Future planning for clinics and patient appointments.
Planning & Organisation
1. Contribute to ensuring work is produced to agreed standards through planning and agreeing work, managing workload and maintaining work flow.
2. Support the Team Lead and individual team members when required.
3. Utilise the general office for administrative tasks, including photocopying, filing etc.
4. Ensure all outgoing mail is appropriately addressed and ready for collection at the appropriate time.
5. Deal with all received mail (internal or external) distributing to the appropriate person or team as per office processes.
Patient & Client Care
1. As first point of contact, be expected to communicate with callers in a courteous, highly sensitive and confidential manner
Responsibility For Policy & Service Development
1. Adherence to Information Governance policy.
2. Adherence to Cambridgeshire Community Services' policies.
3. Be aware of health and safety issues relevant to Cambridgeshire Community Services working environment and report as appropriate to the designated Health & Safety Officer in accordance with policy. Also within all buildings owned or not owned by CCS.
4. Be aware and follow all Cambridgeshire Community Services policies relevant to own role.
Information Resources
1. Store and retrieve information using established paper filing and computerised database systems. Input both data and text into computer systems. Develop paper and computerised storage systems to meet the needs of the service. Arrange for the safe destruction of all correspondence and files in accordance with statutory and locally defined timescales.
Freedom To Act
1. Take responsibility for own actions and work unsupervised to own initiative however, the Team Lead is available when required.
2. Work within clearly defined Standard Operational processes (SOPs).
3. Maintain confidentiality in accordance with the Data Protection Act and exercise initiative and discretion in the performance of duties.
Mental Effort
1. Frequent concentration with interruptions; work pattern can be both predictable / unpredictable.
2. Interruptions with enquiries will occur during daily activities, some of which may require immediate attention.
Emotional Effort
1. The post-holder will be exposed to working with diverse population groups and clients some with difficult social and medical circumstances.
2. Occasional exposure to information of a sensitive or distressing nature when dealing with calls from a distressed member of staff / member of the public.
3. Committed to working in a changing environment, responding positively to new demands and changes and be willing to be flexible to the changing needs of the service.
Physical Effort & Working Conditions
1. Frequent use of PC, which may include data entry
2. Regular moving and handling involved in relation to equipment, stationery supplies and deliveries.
3. PC user for a significant part of the day.
4. Office based, although may be required to travel to other bases across Bedfordshire.
Clinical and Practice Governance
1. 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.
2. 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.
3. The post holder must adhere to the Trust risk assessment and risk management processes
4. The post holder must adhere to infection control policies and procedures
5. Undertake mandatory training and any other training relevant to the role as required by Cambridgeshire Community Services NHS Trust.
6. The post holder must participate in clinical and other audits as required
7. Provide patients and their families /carers with information on standards they should expect from the team.
8. 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 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.
If this post is subject to the Rehabilitation of Offenders Act 1974 (Exemptions) Order 1975 the following must be included in the job description.
This post is subject to the Rehabilitation of Offenders Act 1974 (Exemptions) Order 1975 and as such it will be necessary for a submission for Disclosure of Barring Service to be made to check for any previous criminal convictions. Cambridgeshire Community Services NHS Trust is committed to the fair treatment of its staff, potential staff, or users in line with its equal opportunities policy and policy statement on the recruitment of ex-offenders.
On April 1st 2026, Cambridgeshire Community Services NHS Trust and Norfolk Community Health and Care NHS Trust will come together to deliver services as a single Trust. 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.
The specific role you are applying is with Cambridgeshire Community Services NHS Trust and if you commence your employment before the 1st of April you will transfer to the new organisation via TUPE - the Transfer of Undertakings (Protection of Employment) Regulations.
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