• Job Description

  Req#: C9448-25-0042?language=en&page=1149&sort=publicationDateDesc

  Job summary

  iCaSH Peterborough - Administration Lead - 30hrs, Band 4

  An exciting opportunity has arisen for an enthusiastic, committed & experienced Admin Lead, Band 4, to provide a high-quality service to the community who use the Integrated Contraception & Sexual Health (iCaSH) Services across Peterborough.

  This is an exciting permanent opportunity for an experienced Administrator to lead part time within the iCaSH Peterborough Service in the City Centre. We are looking for an enthusiastic person who has excellent communication skills with the ability to work unsupervised.

  Your main responsibilities will be to provide comprehensive administrative support to Consultants & other team members.

  You will have an understanding of the sensitivity & confidentiality involved in the delivery of a contraception, sexual health & HIV service.

  The service operates Monday to Saturday, with evening clinics each week. We also provide outreach services. You must be willing to work across all parts of the service where appropriate, including evenings & weekends, & be able to meet the travel requirements of the Trust.

  Working Pattern:

  Mon to Thurs, including some evenings and 1 Saturday a month on a rota.

  For further information, and to arrange an informal visit, please contact:

  Natalie Newell, deputy Clinical Nurse Manager. Email: natalie.newell2@nhs.net

  Main duties of the job

  You will be part of a dynamic team who ensure the efficient and effective use of available resources, in meeting the contraception, sexual health and HIV care & treatment needs of people in & around Peterborough.

  Receive, review and process complex patient information, accurately up dating the confidential patient's record

  The post holder will lead the "Front of House" reception service for patients attending the service

  Work to local guidelines as well as independently planning and organising own time to ensure workloads are prioritised and completed in agreed timeframes

  Be the main point of contact regarding the full range of office procedures, including non-routine enquires, medical terminology and software programmes exercising judgement and analysis through knowledge and skills acquired through further experience and education

  Provide administrative support or nominated deputy for meetings associated with the workings of the locality ensuring agendas and supporting papers are drawn up and circulated, attend relevant meetings and minute as required producing accurate minutes for circulating.

  Provide training and support demonstrating administrative duties to new starters, allocating and checking work of other office staff

  Co-ordinate administrative staff rota/s, annual leave, sickness, personal development review and other records as required and maintain these for the identified workforce in line with Trust requirements

  About us

  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.

  Date posted

  10 February 2025

  Pay scheme

  Agenda for change

  Band

  Band 4

  Salary

  £26,530 to £29,114 a year pro rata

  Contract

  Permanent

  Working pattern

  Part-time, Flexible working

  Reference number

  448-AMB-6993211

  Job locations

  iCaSH Peterborough

  Kings Chambers, 39-41 Priestgate

  Peterborough

  PE1 1JL

  
  

  Job description

  Job responsibilities

  Receive and welcome all patients, visitors and colleagues

  The post holder will be required to work with computers/display screen equipment for prolonged periods, frequently sitting inputting data and word processing.

  The post holder will lead the reporting of local, regional and national data extraction supporting the Service Support Lead in any relevant submissions.

  Provide and receive verbal and written information with patients, staff and carers communicating effectively using confident interpersonal skills, tact and persuasive skills.

  Maintain a tidy office ensuring all patient identifiable information is securely stored at the end of each working day

  Plan and organise own time and meetings or events for the department

  Attend meetings, courses and professional events as appropriate providing feedback or creating meeting minutes as required.

  Ensure care and proper use of Trust equipment and supplies

  Manage the supply, collation and analysis of administrative audits and patient feedback surveys ensuring the department is continually listening, reviewing and updating

  Be accountable for own work and take responsibility for own continuing professional development

  Be aware of and comply with all Trust policies and procedures.

  Be aware of and comply with all local departmental policies and procedures

  Undertake surveys or audits participating in continuous review and update of relevant policies and procedures within the locality

  Be an expert user of all relevant software applications including; Trust Intranet, Idox Lilie, ESR, email and dictation hard/software

  Maintain a happy and supportive work environment

  The post holder will be required to deal with an unpredictable workload and will need to maintain concentration to ensure accuracy and efficiency

  The post holder may be required to process distressing or emotional information relating to service users, e.g. processing patients clinical history described in patient records

  Plan and maintain an effective administration work rota

  To undertake the role of project manager within identified pieces of administrative work as necessary

  To take an active role in the locality leadership team and attend the Locality Operational & Governance Group and Local Staff Meetings

  Communication

  To maintain client confidentiality at all times

  To liaise with the multidisciplinary team to ensure effective administrative service delivery as appropriate

  Follow methods of work that ensure confidentiality at all times

  Maintain efficient filing systems ensuring these are kept up to date including archiving process

  Develop and maintain excellent working relationships between all members of the locality

  Budgetary Responsibility

  The post holder will be an authorised signatory and be required to sign P forms

  Co-ordinate departmental stationary stock control and purchase certain assets via delegated budget and financial requisitioning responsibility

  Work in support of the budget holder, to recognise areas for efficiencies, savings and innovations

  Be a responsible team member with regards to resource and sustainability

  People Management

  Responsible for day-to-day supervision of the locality administrative staff team

  Responsible for day-to-day supervision, management and development of locality administrative staff team: HR processes, sickness monitoring and management, appraisals, 1:1s, recruitment, reviewing work performance and progress, work allocation and rota planning and maintenance.

  Responsibility as line manager for the locality administrative staff team members

  Maintaining own professional development and requirement to take part in appraisal and KSF process

  Support and partake in any locality Research & Development activities as required

  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 Trust Infection Prevention and 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

  Provide patients and their families /carers with information on standards they should expect from the team

  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 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.

  Job description

  Job responsibilities

  Receive and welcome all patients, visitors and colleagues

  The post holder will be required to work with computers/display screen equipment for prolonged periods, frequently sitting inputting data and word processing.

  The post holder will lead the reporting of local, regional and national data extraction supporting the Service Support Lead in any relevant submissions.

  Provide and receive verbal and written information with patients, staff and carers communicating effectively using confident interpersonal skills, tact and persuasive skills.

  Maintain a tidy office ensuring all patient identifiable information is securely stored at the end of each working day

  Plan and organise own time and meetings or events for the department

  Attend meetings, courses and professional events as appropriate providing feedback or creating meeting minutes as required.

  Ensure care and proper use of Trust equipment and supplies

  Manage the supply, collation and analysis of administrative audits and patient feedback surveys ensuring the department is continually listening, reviewing and updating

  Be accountable for own work and take responsibility for own continuing professional development

  Be aware of and comply with all Trust policies and procedures.

  Be aware of and comply with all local departmental policies and procedures

  Undertake surveys or audits participating in continuous review and update of relevant policies and procedures within the locality

  Be an expert user of all relevant software applications including; Trust Intranet, Idox Lilie, ESR, email and dictation hard/software

  Maintain a happy and supportive work environment

  The post holder will be required to deal with an unpredictable workload and will need to maintain concentration to ensure accuracy and efficiency

  The post holder may be required to process distressing or emotional information relating to service users, e.g. processing patients clinical history described in patient records

  Plan and maintain an effective administration work rota

  To undertake the role of project manager within identified pieces of administrative work as necessary

  To take an active role in the locality leadership team and attend the Locality Operational & Governance Group and Local Staff Meetings

  Communication

  To maintain client confidentiality at all times

  To liaise with the multidisciplinary team to ensure effective administrative service delivery as appropriate

  Follow methods of work that ensure confidentiality at all times

  Maintain efficient filing systems ensuring these are kept up to date including archiving process

  Develop and maintain excellent working relationships between all members of the locality

  Budgetary Responsibility

  The post holder will be an authorised signatory and be required to sign P forms

  Co-ordinate departmental stationary stock control and purchase certain assets via delegated budget and financial requisitioning responsibility

  Work in support of the budget holder, to recognise areas for efficiencies, savings and innovations

  Be a responsible team member with regards to resource and sustainability

  People Management

  Responsible for day-to-day supervision of the locality administrative staff team

  Responsible for day-to-day supervision, management and development of locality administrative staff team: HR processes, sickness monitoring and management, appraisals, 1:1s, recruitment, reviewing work performance and progress, work allocation and rota planning and maintenance.

  Responsibility as line manager for the locality administrative staff team members

  Maintaining own professional development and requirement to take part in appraisal and KSF process

  Support and partake in any locality Research & Development activities as required

  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 Trust Infection Prevention and 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

  Provide patients and their families /carers with information on standards they should expect from the team

  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 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.

  Person Specification

  Qualifications and Training

  Essential

  • Educated to GCSE level English or equivalent
  • Knowledge of a full range of secretarial procedures, software programmes and terminology acquired through NVQ Level 3, RSA Level 3 or equivalent experience
  • A skilled operator of computers and software

  Desirable

  • Higher Education qualification in administration or business

  Experience

  Essential

  • Experience of working within a customer focussed environment
  • Experience of leading a team
  • Detailed background of clinical service administration, administrative procedures and software programmes developed through advanced theoretical and practical knowledge and experience
  • Highly competent user of computers and general software systems
  • Experience of successful line management of staff including recruitment, induction, competencies, appraisals and performance monitoring

  Desirable

  • Detailed knowledge of medical terminology

  Skills

  Essential

  • Knowledge in IT systems, in particular Idox Lilie
  • Ability to work on own initiative and flexibly as part of wider team to meet needs and demands of role
  • Can demonstrate flexibility of approach shows a realistic appreciation of the challenges of working with children and young people/vulnerable adults
  • Accepts responsibility and accountability for own work and can define the responsibilities of others
  • Shows respect for others' feelings, views and circumstances

  Desirable

  • Audit experience

  Person Specification

  Qualifications and Training

  Essential

  • Educated to GCSE level English or equivalent
  • Knowledge of a full range of secretarial procedures, software programmes and terminology acquired through NVQ Level 3, RSA Level 3 or equivalent experience
  • A skilled operator of computers and software

  Desirable

  • Higher Education qualification in administration or business

  Experience

  Essential

  • Experience of working within a customer focussed environment
  • Experience of leading a team
  • Detailed background of clinical service administration, administrative procedures and software programmes developed through advanced theoretical and practical knowledge and experience
  • Highly competent user of computers and general software systems
  • Experience of successful line management of staff including recruitment, induction, competencies, appraisals and performance monitoring

  Desirable

  • Detailed knowledge of medical terminology

  Skills

  Essential

  • Knowledge in IT systems, in particular Idox Lilie
  • Ability to work on own initiative and flexibly as part of wider team to meet needs and demands of role
  • Can demonstrate flexibility of approach shows a realistic appreciation of the challenges of working with children and young people/vulnerable adults
  • Accepts responsibility and accountability for own work and can define the responsibilities of others
  • Shows respect for others' feelings, views and circumstances

  Desirable

  • Audit experience

  Disclosure and Barring Service Check

  This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

  Employer details

  Employer name

  Cambridgeshire Community Services NHS Trust

  Address

  iCaSH Peterborough

  Kings Chambers, 39-41 Priestgate

  Peterborough

  PE1 1JL

  
  

  Employer's website

  https://www.cambscommunityservices.nhs.uk/careers (Opens in a new tab)

  Employer details

  Employer name

  Cambridgeshire Community Services NHS Trust

  Address

  iCaSH Peterborough

  Kings Chambers, 39-41 Priestgate

  Peterborough

  PE1 1JL

  
  

  Employer's website

  https://www.cambscommunityservices.nhs.uk/careers (Opens in a new tab)

• About the company

  National Health Service (NHS) is the umbrella term for the publicly-funded healthcare systems of the United Kingdom (UK). The founding principles were that services should be comprehensive, universal and free at the point of delivery—a health service based on clinical need, not ability to pay. Each service provides a comprehensive range of health services, free at the point of use for people ordinarily resident in the United Kingdom apart from dental treatment and optical care.

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