Job summary
Are you an organised, detail-oriented individual looking for a dynamic administrative role within the healthcare sector?
We are seeking a dedicated Administrator to join our team, providing essential support to our Divisional Operations Managers, Service Managers, and Matron within the Head and Neck Clinical Business Unit (CBU).
Main duties of the job
- Administrative Support: Provide comprehensive clerical support for the Divisional Operations Managers, Service Managers, and Matron. This includes coordination of specialty meetings, room bookings, agenda drafting, paper collation, distribution, minute-taking, and managing action trackers using approved Trust and Divisional templates.
- Diary Management: Maintain an accurate and efficient electronic diary system for senior management, prioritising and arranging meetings with Consultants and other staff according to clinical needs. Organise large external meetings, negotiating room hire, equipment, and refreshments to secure the best rates.
- HR Support: Assist with formal note-taking during HR meetings, such as grievance hearings and investigations, ensuring confidentiality and sensitivity in handling all information.
About us
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.
Job description
Job responsibilities
Please refer to the job description and person specification for a full list of duties and more information regarding the role.
Job description
Job responsibilities
Please refer to the job description and person specification for a full list of duties and more information regarding the role.
Person Specification
Education
Essential
- Educated to GCSE level standard or equivalent (Must have Mathematics and English)
Desirable
- NVQ Level 3 in Business Administration (or equivalent)
Experience
Essential
- Previous experience of supporting senior staff
- Previous administrative/PA experience
- Proven ability to manage electronic diaries and email accounts
- Experience of supporting meetings, both face-to-face and virtual, to include compilation of agenda, collation and distribution of papers, and maintenance of meeting action trackers
Desirable
- Experience of working in the NHS
- Experience of using NHS-specific software and rostering systems
- Experience of using SBS/Oracle electronic ordering system
Skills & Knowledge
Essential
- Strong organisational and time management skills
- Good working knowledge of Microsoft Word, Excel, Outlook, PowerPoint and MSTeams
- Ability to deliver a high standard of both written and oral communication to staff at all levels
- Understanding and awareness of the importance of being able to work in a confidential manner with business/patient sensitive information
- Ability to work independently with minimal supervision, prioritising workload and managing tasks proactively
- Ability to work under pressure and to deliver accurate, quality work to tight deadlines and, on occasion, at short notice in accordance with Trust standards and utilising mandated templates for formats
- Ability to produce complex, accurate documentation (including letters, reports, action trackers and other documents) with a high level of accuracy and attention to detail
Person Specification
Education
Essential
- Educated to GCSE level standard or equivalent (Must have Mathematics and English)
Desirable
- NVQ Level 3 in Business Administration (or equivalent)
Experience
Essential
- Previous experience of supporting senior staff
- Previous administrative/PA experience
- Proven ability to manage electronic diaries and email accounts
- Experience of supporting meetings, both face-to-face and virtual, to include compilation of agenda, collation and distribution of papers, and maintenance of meeting action trackers
Desirable
- Experience of working in the NHS
- Experience of using NHS-specific software and rostering systems
- Experience of using SBS/Oracle electronic ordering system
Skills & Knowledge
Essential
- Strong organisational and time management skills
- Good working knowledge of Microsoft Word, Excel, Outlook, PowerPoint and MSTeams
- Ability to deliver a high standard of both written and oral communication to staff at all levels
- Understanding and awareness of the importance of being able to work in a confidential manner with business/patient sensitive information
- Ability to work independently with minimal supervision, prioritising workload and managing tasks proactively
- Ability to work under pressure and to deliver accurate, quality work to tight deadlines and, on occasion, at short notice in accordance with Trust standards and utilising mandated templates for formats
- Ability to produce complex, accurate documentation (including letters, reports, action trackers and other documents) with a high level of accuracy and attention to detail
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
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 Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
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 Criminal records checks for overseas applicants (Opens in a new tab).
