Total 38 Administrative / Clerical job vacancies in Oundle, Peterborough

Please refer to the job description and person specification for information regarding the job role.

Are you passionate about providing efficient and responsive service in a medical setting? Do you thrive in a role where attention to detail and excellent administrative skills are paramount? If so, we have the perfect opportunity for you!

As a Medical Secretary/Booking Administrator, you will play a crucial role in supporting Consultants and their medical teams within our Orthopaedic Department. Your primary responsibility will be to ensure the smooth provision of patient pathways, catering to individual needs while adhering to Trust requirements.

**Polite notice previous applicants need not apply**

Key Responsibilities:

Efficient Secretarial Support: Provide comprehensive secretarial and administrative assistance to Consultants and their teams, ensuring the highest standards of service delivery.

Patient Pathway Management: Coordinate patient admissions and appointments using the Patient Administration System (PAS), ensuring accuracy and adherence to policies and procedures.

Customer Satisfaction: Strive to exceed customer expectations by delivering exceptional service and promptly addressing patient inquiries and concerns with sensitivity and confidentiality.

Team Collaboration: Actively participate in team meetings to maintain flexibility in managing changing workloads and contribute to departmental excellence.

Waiting List Management: Manage the 18-week pathway, proactively working to reduce waiting times and ensuring patients are promptly scheduled for pre-assessment and admission.

Liaison and Communication: Serve as the first point of contact for waiting list enquiries, liaising with patients, GPs, and other stakeholders to provide accurate information and support.

Cover and Support: Assist in covering workloads within the Orthopaedic Department and provide support to colleagues in their absence, ensuring continuity of service.

We are dedicated to fostering diversity and inclusivity within our workforce and warmly welcome applications from individuals of all backgrounds, with a particular emphasis on encouraging those from disabled, Black, Asian and Minority Ethnic (BAME) communities, as well as candidates from our local area.

As part of our commitment to supporting our employees we offer a range of benefits including:
• Generous annual leave entitlement starting at 27 days and increasing to 29 days after five years of service and 33 days after 10 years of service, in addition to the national Bank Holidays (pro-rata for part time staff);
• Membership of the NHS Pension Scheme:
• Flexible working opportunities;
• Enhanced hourly rates for unsociable hours e.g. night shifts, weekends, bank holidays;
• Opportunities for career development and training to help you progress in your role;
• Wellbeing support and activities to promote a healthy work environment;
• Access to our in-house physiotherapy service;
• On-site canteens offering subsidised meals;
• Subsidised staff parking (currently free);
• Free Stagecoach Bus Travel to and from work within Cambridgeshire and Peterborough

We strive to create a supportive and inclusive workplace where employees feel valued and empowered to excel in their roles. Join us and become part of a team dedicated to making a positive difference in our community.

Please refer to the job description and person specification for information regarding the job role.


This advert closes on Sunday 24 Nov 2024

Purchase Ledger Clerk
We are seeking a experienced Purchase Ledger Clerk to join our client in Peterborough this is due to growth. You will help ensure the efficient running of the department, ensuring that the company accounting policies and procedures are correctly operated.
Working in nice modern offices in a small but fun and productive team.
The Role
Responsible for all aspects of the purchase ledger
Reconciliations of the ledger
Planning and managing time carefully to ensure all tasks are achieved
Striving to achieve a consistently high standard of ledger maintenance to ensure that accurate information is always available from which to make decisions
Raising and processing payments for suppliers
Registering and processing invoices.
Experience Needed
This role would suit you if you have experience within a role that requires high attention to detail, and inputting data and/or information, you can self-manage your time and workload and enjoy working within a friendly and supportive team.
This is an ideal role if you are looking to take the first step into a career in Accountancy or equally have some accounts experience, Good IT Skills are required and an ability to retain information - training will be given.
What is on offer
Big PLC Company Benefits, including starting with 25 days holiday plus the bank holidays
Salary £25,000 - £26,000 Dependant on Experience for Full time.
Hours 37.5 a week Monday to Friday.
Or a Part Time possibility of 30 hours - 4 days a week or 6 hours a day for 5 days - Salary will be PR
Apply online with your CV to be considered for this role. #LI-PB1

To ensure requests for medical records are dealt with in an efficient and professional manner. Preparation of event packs for use at Outpatient Clinics in accordance with department policies and procedures. To deal with requirements for updates to clinics responding to urgent requests for event packs is a priority and these requests must be dealt with quickly and delivered to the appropriate location, achieving the departmental quality standard of delivery wherever possible. Responsible for the collection and delivery of event packs around the hospital site including outpatient, ward and administration areas. Delivery of packs is ongoing throughout the day, and collections are scheduled three times per day. Responsible for loading trolleys with event packs ready for delivery within required timescale. Responsible for tracking event packs to clinic locations, off site storage and coding using tracking software and handheld barcode scanners. Responsible for Quality Assurance of all event pack preparation and scanned information to a high standard of accuracy. Collate data regarding event pack errors. Responsible for updating Patient Administration System (PAS) following deceased notifications acquiring up-to-date patient information from the NHS SCR (Summary Care Records) system. Produce patient identification labels for each outpatient pack. Front line support via a help desk function including telephone and face-to-face enquiries. This includes logging and managing calls through the dedicated software and answering the telephone and speaking to others in a pleasant, professional and efficient manner and controlling access to the department. Opening and distribution of incoming mail. To be fully conversant with the evolve Electronic Document Management system (EDM), Patient Administration System (PAS), Trust clinical portal (e-Track).

Please see the attached job description and person specification for further information relating to this role.

Your new company
We love working with this client - they are a passionate not-for-profit organisation who work really hard to support their service users in the best way that they can. The organisation keeps growing and so the recruitment team has a vital part to play in supporting that expansion. The team is growing with the addition of this newly created position and we are very excited to be the only recruitment agency partnering with this organisation in their recruitment of this position.

Your new role
This job is to work as part of the central office team in Peterborough to provide admin support both to the recruitment team but also to the wider HR team too. Typically, you'll answer the phone on behalf of the team, manage the central inbox (responding to queries when you can, forwarding to colleagues when you can't), produce new contracts, offer letters and managing pre-employment checks like chasing for references, uploading RTW documents to the employee database etc. You'll type up letters, keep the personnel database updated & immaculate and occasionally take the minutes of meetings.

What you'll need to succeed
Given the need to hit the ground running, we're prioritising applicants who have had any experience of HR admin but please note, this is definitely an admin role in a small recruitment team. If you detail your experience of working in a team and handling confidential data, that will definitely help your application.
Attention to detail and excellent written communication skills are critical - so check your CV before you send it! Spelling mistakes and poor formatting won't do you any favours!
Great IT skills, especially Word, Excel, PowerPoint and databases are also needed in this job.
Interviews will take place very soon so please bear that in mind when you apply if you've got a holiday planned.

What you'll get in return
This position is working with lovely people in an interesting job and a lovely organisation. Great offices with loads of on-site parking and 90 seconds walk from the nearest bus stop.
Benefits include 26 days' holiday + bank holidays (per year), sick pay, a whopping staff benefits plan to help you save money and a contributory pension.


What you need to do now If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.

Hays EA is a trading division of Hays Specialist Recruitment Limited and acts as an employment agency for permanent recruitment and employment business for the supply of temporary workers. By applying for this job you accept the T&C's, Privacy Policy and Disclaimers which can be found at hays.co.uk

Step Up Your Career: Become a Senior Medical Secretary!

We are seeking a dynamic Senior Band 4 Medical Secretary to join our Ophthalmology Service at Peterborough City Hospital.

Are you an enthusiastic and motivated individual with a passion for healthcare administration? This full-time role, reporting to the Administration Pathway Coordinator, offers you the opportunity to lead and manage the Ophthalmology Secretarial teams, ensuring the smooth running of our vital services.

What We’re Looking For:
• Experience as a Medical Secretary, preferably within the NHS.
• Strong understanding of the 18 weeks RTT pathway.
• Excellent telephone communication skills and proficiency in Microsoft Office.
• Flexibility, motivation, and adaptability to change in a fast-paced environment.

Key Responsibilities:
• Provide direct support to Medical Staff and Nurse Specialists.
• Manage enquiries from internal and external agencies.
• Liaise with other departments within the Trust to ensure seamless service delivery.

Why Join Us?This role is both rewarding and challenging, offering the chance to be part of a service division that is continually evolving to meet the needs of a modern NHS. If you’re ready to take on this exciting opportunity and help shape the future of our Ophthalmology Service, we want to hear from you!

Apply today and take the next step in your career with us!

The role involves managing an efficient secretarial team and coordinating the Ophthalmology Service at Peterborough City Hospital to ensure referral standards are met. Key responsibilities include line managing junior team members, overseeing their development, and managing MPAs, sickness, and leave. The role also includes providing administrative support in outpatient clinics, ensuring efficient audio typing and administration services, and working closely with Consultants, junior doctors, and nursing staff.

Our teams work hard to be flexible and promote a healthy work/home life balance and so agile working options are automatically considered for all roles within the Trust.

We welcome and encourage applications from people of all backgrounds. We particularly encourage applications from disabled, Black, Asian and Minority Ethnic (BAME) and candidates from our local communities.

Your package with us includes a lot more than just your pay and here are a few of the additional benefits that are available to you as an employee:
• Access to the NHS Pension Scheme
• Relocation allowance in line with the Trust policy
• Generous Holiday Entitlement, starting at 27 days a year (for full time workers) plus bank/public holidays
• Free staff car parking on all our hospital sites during this financial year
• In-house Physiotherapy Services
• Career development and training opportunities
• Emotional Wellbeing Service covering a range of online support, access to mobile apps and 24/7 counselling services
• Subsidised meals at our hospital restaurants
• Access to exclusive discounts, cashback and vouchers via NHS Discounts and Blue Light Card.

If you share our values and vision and are passionate about working with people on what matters to them, you could be a real asset to Team North West Anglia NHS Foundation Trust.

For full details, please refer to the job description and person specification. This role includes managing a secretarial team, coordinating Ophthalmology services, and providing key administrative support while working closely with medical staff.


This advert closes on Friday 18 Oct 2024

Please refer to the attached job description and person specification for full details of responsibilities. To provide leadership and manage a team of administrative staff includingundertaking appraisals, supervision, training and development of Band 2, Band 3 and Band 4 staff. To provide leadership and manage a team of administrative staff across a variety of services, including producing staff rotas. The post holder will support Service and Team Managers by implementing guidelines and protocols for administration services, setting up and developing systems, processes and procedures to support the efficient and effective management of resources against agreed financial and activity targets. The post holder will assist the Directorates Operational Administration Manager to monitor and report on quality, productivity, financial, waiting time, access and CQUIN targets, standards and performance indicators. To provide support with ongoing budget management. To be responsible for dealing with telephone complaints/enquiries and other communications with a high degree of tact, diplomacy and confidentiality in line with CPFT procedures and policies. Participate in root cause analyses and trend analyses of complaints, SI incidents and/or near misses reported, engaging the clinical governance department and working with other colleagues as appropriate to investigate. Ensure that all lessons learnt from complaints are captured and disseminated across the service area and to a wider audience where relevant. To lead and manage in the recruitment in line with processes for all administrative staff.

To work as part of the Emergency Department/Ambulatory Care Unit to support the administrative and team leader elements at Peterborough City Hospital. Ensuring sufficient staffing levels to provide and maintain an efficient, effective, high-quality service are in place for both departments. To maintain a good working relationship between colleagues, internal and external agencies, and clients/patients as appropriate, having good communication skills, a sympathetic manner, strong IT, organisational skills, discretion and the ability to deal with sensitive medical information. Responsible for line management, training, shift leadership and allocation of duties across both departments.

Key Responsibilities: Teamwork As a team, ensure that all functions within the speciality are completed. Maintain close working relationships with colleagues within the department and Clinical Business Unit. Work flexibly and liaise with other non-clinical assistants and other departments within the organisation to maintain smooth running of the service. Advise the Administrative Team Leader or the Lead Nurses of any points of concern in relation to the administration of the service and processes in place. To assist the senior nursing team to ensure the delivery of an efficient and comprehensive service which is receptive to the needs of the staff and meets the performance requirements of the Trust in accordance with the policies. Be aware of workload and pressures within other areas enabling support to be given to the team as necessary Communication Communicate in an appropriate manner with staff across the Trust and bodies external to the Trust. Deal with any problems in a constructive manner, communicating with relevant staff as necessary. Deal sensitively and effectively with telephone enquiries from patients, relatives and colleagues Operational and Administration Processes Administration The post-holder is required to maintain both paper and computerised records in accordance with Trust standards. Staff Records To set up and maintain staff personal files. Prepare rosters by adding requests, annual leave and study leave as appropriate. Check rosters daily for discrepancies and action accordingly. This includes managing annual leave, recording staff absence, updating staff working patterns and ensuring study leave is accurately recorded. To use the Electronic Staff Record Service to update all changes to staff posts including; change of hours, post, starters and leavers in a timely manner. Support the senior nurses with the recruitment process paperwork and checks. To monitor sickness absence and arrange sickness absence meetings as required. Maintain departmental sickness statistics. To type invite and outcome letters relating to human resource issues as required. Book annual appraisal appointments and 1:1 meetings, prepare paperwork and type up the actions and ensure placed on individuals file. Produce department statistics as required General Admin duties to include: To undertake general duties such as typing, photocopying and emailing of information, including distribution of copies as appropriate. Accurate filing of information for the Lead Nurses. Presentation of letters and forms for signature. Timely distribution of letters and information, both for Trust and external post. Opening of post and appropriate distribution of correspondence. Organise any meetings for the team as appropriate. Take notes at nursing led department meetings and produce typed minutes. To book external meetings and training as required. Database entry as required. Audiotyping of documentation and correspondence as required. Enter information onto Trust/service databases/spreadsheets in order that data collection can be undertaken for reporting purposes and facilitation of service improvement Resource Management To be aware of resource issues in the use of equipment and resources. To monitor and order all relevant stationery. To make requests using the charitable funds request system when required. Prepare documentation as and when required Standards and Performance Responsible for ensuring that all duties are carried out in accordance with the correct procedures and policies. Adhere to all administration standards. Ensure data and information (both paper and electronic) is completed in accordance with agreed policies and procedures. Following guidance, work within defined local targets i.e. sickness rates, MPA returns and report issues to the Lead Nurses and/or Administrative Team Leader. Ensure that data collection complies with the Caldicott and the General Data Protection Regulation 2018 (GDPR). In accordance with the agreed process, ensure data and information is recorded and input into the relevant systems (SystmOne, Medway, e-Track, Anglia ICE and other databases) in an accurate and timely manner Additional Information Organise and control own workload ensuring deadlines are observed and duties performed efficiently. To develop IT skills as may be required to fulfil the responsibilities of the post. To work flexibly across the Cancer administrative service and support colleagues as required with fluctuating workloads. Contribute towards any audits undertaken by nursing staff in the department. To ensure that all duties are carried out to the highest possible standard. All staff are required to respect confidentiality of all matters that they may learn in the course of their employment. All staff are expected to respect the requirements under the Data Protection Act. Any other duties which may be required in order to facilitate the efficient and effective running of the Services. Plan and organise workload ensuring deadlines are adhered to. Any other duties which may be required to assist the Administrative Team Leader with the efficient and effective running of the Specialist Nursing Service.

For more details about the role, please review the job description and person specification. This will provide comprehensive information about the position.

Please see the attached job description which gives full details of the role. Alternatively call to arrange an informal visit to meet the team.

OPERATIONAL AND ADMINISTRATION PROCESSES ADMINISTRATION - PATIENT RECORDS & INFORMATION Administration - Patient Records The post-holder is required to maintain both paper and computerised records in accordance with Trust standards. Ensure that data entered onto the PAS and other hospital systems is complete and accurate. Ensure patients receive accurate appointment information using the PAS system. Receive, consider and collate results of investigations. Deal with promptly. Take appropriate action to draw attention to abnormal results. Follow up as necessary. Audio typing of patient information, including the typing of letters Audio typing of any other correspondence relevant to work undertaken by the Consultant and the medical team. Ensuring any actions detailed in clinic/discharge communication have been completed i.e. booking of follow up appointments. Ensure that any relevant information that is not available on Trust electronic systems is uploaded correctly onto Patient electronic health record (Evolve) Work within guidelines relating to data protection and confidentiality. Deal with any problems in a constructive manner, communicating with relevant staff as necessary. Administration - General General administrative duties, as required, to include: Typing, photocopying and sending of information, including distribution of copies to appropriate destinations. Accurate filing of information. Presentation of letters for signature. Timely distribution of letters and information, both for Trust and external post. Opening of post and appropriate distribution of correspondence. Organise any meetings for the specialty team as appropriate Show awareness of the principals of Health and Safety at Work and Manual Handling Guidelines. Adhere to all administration standards Attend appropriate meetings Database entry as required Be part of the Trust Loggist EMED rota when Critical Internal incident is declared. This will require remote attendance at set times. Resource Management The post-holder takes an active role in identifying resource issues and maintaining equipment and stationary stock levels. Standards, performance & policies 4.1 To understand current policies, guidelines and procedures for the management of patient pathways. Following guidance work within defined national and local targets, i.e. waiting time and cancer targets and monitor on a regular basis. Identify potential breaches to the Senior Medical Secretary. Ensure data and information both paper and electronic is completed in accordance with agreed policies and procedures In accordance with the agreed process, ensure data and information is recorded and input into the relevant systems (PAS, Theatreman, E-track, Carefllow) in an accurate and timely manner and patients are actively tracked. Ensure business activity reports are constructed and reported in line with the service Key Performance Indicators (KPIs). Report to clinical team when activity is not within the required range to manage pathways effectively Planning & organisation Plan and organise workload ensuring deadlines are adhered to and duties satisfactorily performed. In conjunction with the Senior Medical Secretary ensure that processes are developed Additional information To ensure that Service Unit secretarial and administration functions are carried out to the highest quality standards by monitoring and improving services Organise and control own workload ensuring deadlines are observed and duties performed efficiently. To develop IT skills as may be required to fulfil the responsibilities of the post To support a co-ordinated approach to service delivery on both sites within the Trust to promote good working relations The post holder must at all times carry out his/her duties with due regard to the Trusts Equality & Diversity Policy. The post holder is responsible for ensuring that required mandatory training is up to date. You have a responsibility to consider yourself and anyone else who could be affected by the things you do, or dont do, that you should have, while at work. You are responsible for informing your manager of any health and safety concerns you identify and for completing an adverse event form for any accidents, incidents or near-misses that happen to you or that you are aware of to reduce injuries or loss. To ensure that all duties are carried out to the highest possible standard, and in accordance with current quality initiatives within the area of work All staff are required to respect confidentiality of all matters that they may learn in the course of their employment. All staff are expected to respect the requirements under the Data Protection Act. Any other duties which may be required in order to facilitate the efficient and effective running of the Service Unit. This job description will be subject to review in consultation with the post holder. NB: As part of the pilot process and any future developments of this service, this job description will be subject to review in consultation with the post holder.

Championing Excellence in Colposcopy Care

Join our dedicated team to coordinate and elevate the Trust’s Colposcopy services across Peterborough, Stamford, and Hinchingbrooke. In this pivotal role, you will:
• Service Coordination:Oversee the Colposcopy services within the Trust, ensuring seamless operations across Peterborough, Stamford, and Hinchingbrooke.
• Team Management:Lead the Colposcopy Administrator at Peterborough and supervise the administrator at Hinchingbrooke, fostering a collaborative and efficient work environment.
• Reporting & Compliance:Prepare detailed quarterly and annual reports for the Colposcopy service, ensuring accurate and timely submissions to SQAS (Screening Quality Assurance Service).
• Meeting Participation:Attend Multidisciplinary Team (MDT) meetings, diligently recording minutes and ensuring that all action items are effectively implemented.
• Secretarial Leadership:Manage a proficient secretarial team, providing essential typing, filing, and administrative support to Consultants and Nurse Specialists, thereby ensuring an exceptional service for our patients.

Why Join Us?Be a part of a forward-thinking organisation committed to delivering high-quality colposcopy care. Utilize your leadership skills to make a meaningful impact on patient services and support a team dedicated to excellence.

Apply today to help us continue providing outstanding colposcopy services to our community.

In this role, you will be responsible for managing all secretarial and administrative tasks necessary to support the needs of the service. This includes line managing a team of secretaries and assistants, overseeing their development, handling matters related to performance, sickness, and leave, and ensuring tasks are appropriately delegated. Additionally, you will provide vital administrative support across specialty teams and in outpatient clinics as needed, ensuring an efficient audio typing and administrative service is maintained within the department.

You will work closely with the Administration and Pathway Coordinator, Service Manager, and Clinicians to ensure the smooth operation of the service, including maintaining tracking of Referral to Treatment (RTT) and cancer patients. Your role also involves dealing with telephone inquiries, performing audio typing of correspondence and results when required, and being flexible in your approach to meet the demands of the service. Training will be provided as necessary to support your professional development.

We are dedicated to fostering diversity and inclusivity within our workforce and warmly welcome applications from individuals of all backgrounds, with a particular emphasis on encouraging those from disabled, Black, Asian and Minority Ethnic (BAME) communities, as well as candidates from our local area.

As part of our commitment to supporting our employees we offer a range of benefits including:
• Generous annual leave entitlement starting at 27 days and increasing to 29 days after five years of service and 33 days after 10 years of service, in addition to the national Bank Holidays (pro-rata for part time staff);
• Membership of the NHS Pension Scheme:
• Flexible working opportunities;
• Enhanced hourly rates for unsociable hours e.g. night shifts, weekends, bank holidays;
• Opportunities for career development and training to help you progress in your role;
• Wellbeing support and activities to promote a healthy work environment;
• Access to our in-house physiotherapy service;
• On-site canteens offering subsidised meals;
• Subsidised staff parking (currently free);
• Free Stagecoach Bus Travel to and from work within Cambridgeshire and Peterborough

We strive to create a supportive and inclusive workplace where employees feel valued and empowered to excel in their roles. Join us and become part of a team dedicated to making a positive difference in our community.

For a comprehensive understanding of the role and its responsibilities, please refer to the attached job description. It provides detailed insights into what the position entails and the expectations associated with it.


This advert closes on Wednesday 11 Sep 2024

A Vacancy at North West Anglia NHS Foundation Trust.


Do you have excellent communication skills and are able to liaise verbally and in writing to various colleagues at all levels, internally and externally?

To excel in this role, you must possess strong organisational and multitasking abilities to manage various duties efficiently. Excellent verbal and written communication skills are essential as you will work with a range of internal and external stakeholders.

A high level of technical proficiency, particularly with MS Office software and communication tools, are also required. You should have the ability to adapt to changing priorities and work both independently and as part of a small team.

If this sounds like you we would love to receive an application!

** Please note this role requires Cross Site working**



As a Personal Assistant, you will proactively manage and prioritise your workload to ensure efficiency and effectiveness. Your responsibilities will include comprehensive administrative support, such as scheduling meetings, managing diaries, and coordinating travel arrangements.

Maintaining confidentiality and handling sensitive information with discretion is crucial to this role. You will also be responsible for liaising verbally and in writing with colleagues within the Trust and with external stakeholders and agencies. Additionally, you will support the Corporate Executive Support Team by covering for the Corporate Executive management EAs when necessary.

We are dedicated to fostering diversity and inclusivity within our workforce and warmly welcome applications from individuals of all backgrounds, with a particular emphasis on encouraging those from disabled, Black, Asian and Minority Ethnic (BAME) communities, as well as candidates from our local area.

As part of our commitment to supporting our employees we offer a range of benefits including:
• Generous annual leave entitlement starting at 27 days and increasing to 29 days after five years of service and 33 days after 10 years of service, in addition to the national Bank Holidays (pro-rata for part time staff);
• Membership of the NHS Pension Scheme:
• Flexible working opportunities;
• Enhanced hourly rates for unsociable hours e.g. night shifts, weekends, bank holidays;
• Opportunities for career development and training to help you progress in your role;
• Wellbeing support and activities to promote a healthy work environment;
• Access to our in-house physiotherapy service;
• On-site canteens offering subsidised meals;
• Subsidised staff parking (currently free);
• Free Stagecoach Bus Travel to and from work within Cambridgeshire and Peterborough

We strive to create a supportive and inclusive workplace where employees feel valued and empowered to excel in their roles. Join us and become part of a team dedicated to making a positive difference in our community.

Please see attached detailed Job Description and Person Specification for more information regarding this role.


This advert closes on Thursday 25 Jul 2024