administration manager jobs

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.

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.

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.

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.