Job summary
Are you looking for a role that will allow you to be challenged, do you want to be part of leading a high functioning countywide team, if so this role might be just what you are looking for.
OPAC Administration are recruiting a part-time enthusiastic, dynamic Senior Administrator to support the Respiratory Service. Working pattern to be agreed.
The successful candidate will be providing line management to a team of Administrators conducting supervisions & appraisals & leading the day-to-day operational workload for their team. Alongside this they will be providing senior administration support to a countywide service covering Cambridge, Fenland, Peterborough & Huntingdon liaising with the leadership teams, clinicians, and services users to ensure an effective, efficient & streamlined service.
You will report into the Admin Team Lead managing personnel based in the Peterborough, Fenland, Huntingdon and Cambourne offices. The successful candidate will be based at our Huntingdon office & periodic travel to the other sites is required.
Please do make contact if you would like to discuss the role further.
Main duties of the job
- Line management of a team of Administrators, Assistant Administrators, Referral Coordinators & Call Handlers.
- Leading & managing the operational workload of themselves & their team.
- Conducting supervisions & appraisals in line with the Trust policy
- Ensuring team mandatory training compliancy
- Managing conflicting priorities.
- Providing senior administration support to Clinicians & Clinical Leads
- Keeping up to date records on internal & external systems.
- Creating & sending service correspondence via post & email to patients & external third-party organisations.
- Conducting & chairing meetings with Admin & Clinicians
- Additional & adhoc tasks as required & directed by the Admin & Clinical Leads
- Updating of SystmOne
This is not an exhaustive list of the tasks within the role, but does bullet point the main aspects.
About us
Cambridgeshire & Peterborough NHS Foundation Trust is a health & social care organisation dedicated to providing high quality care with compassion to improve the health & wellbeing of the people we care for, as well as supporting & empowering them to lead a fulfilling life.
Our clinical teams deliver many NHS services not only via inpatient and primary care setting but also with the community. These services include Children, Adult & Older Peoples mental & physical health, Forensic & Specialist mental health, Learning Disabilities, Primary Care & Liaison psychiatry, Substance misuse, Social care, Research & Development.
To achieve our goal, we look to recruit high calibre candidates that share our vision & values. As an equal opportunities employer, we encourage applications from all sectors of the community, particularly from under-represented groups including disabled people & members of our ethnic minorities & LGBTQ+ communities.
Job description
Job responsibilities
Please note for this role you will be required to travel independently around the county meeting strict time deadlines. You will need to hold a full UK driving licence* and have use of a vehicle. You cannot use public transport for this role as this is not a reliable form of transport and will not allow you to meet service needs. Please confirm in your application that you meet the specified criteria.
Please refer to the attached Job Description and Person Specification for full details of responsibilities.
- Provide information and support to managers on the performance and conduct of members of staff and support with all informal and formal processes.
- Allocate and supervise administration tasks delegated to other members of the administration team.
- Be responsible for organising and controlling own and others workload ensuring deadlines are observed and duties performed efficiently.
- Work with Line Manager to lead on the introduction and proactive management of any new processes and initiatives.
- Deputise for the Line Manager when directed and required
- To be responsible for dealing with telephone enquiries and other communications with a high degree of tact, diplomacy, and confidentiality
- Arrange and attend meetings, including booking venues and hospitality if appropriate. To prepare and produce an agenda, collate, and distribute all necessary information and documentation, take minutes and action notes as required. Ensure all minutes are issued in a timely manner and ensure agreed actions are appropriately recorded.
- Provide cover as directed by Line Manager for other members of the team in their absence and assist with their workloads, as necessary.
- Work with the Management Team in the development and implementation of Standard Operating Procedures and Work Manuals.
- Assist in the effective use and maintenance of the office environment and clinical room space in the base, and leading on the introduction of, and working with, systems to manage this effectively
- Support communication with colleagues and users of the service through negotiation, influencing, listening, and understanding, to ensure effective joint working
- Support managers and clinical staff with all aspects of the recruitment of clinical staff in line with the processes and policies and to ensure that newly appointed staff undergo their local Trust induction.
*DVLA have a number of reciprocal arrangements with overseas countries, for further information please visit the DVLA website
Job description
Job responsibilities
Please note for this role you will be required to travel independently around the county meeting strict time deadlines. You will need to hold a full UK driving licence* and have use of a vehicle. You cannot use public transport for this role as this is not a reliable form of transport and will not allow you to meet service needs. Please confirm in your application that you meet the specified criteria.
Please refer to the attached Job Description and Person Specification for full details of responsibilities.
- Provide information and support to managers on the performance and conduct of members of staff and support with all informal and formal processes.
- Allocate and supervise administration tasks delegated to other members of the administration team.
- Be responsible for organising and controlling own and others workload ensuring deadlines are observed and duties performed efficiently.
- Work with Line Manager to lead on the introduction and proactive management of any new processes and initiatives.
- Deputise for the Line Manager when directed and required
- To be responsible for dealing with telephone enquiries and other communications with a high degree of tact, diplomacy, and confidentiality
- Arrange and attend meetings, including booking venues and hospitality if appropriate. To prepare and produce an agenda, collate, and distribute all necessary information and documentation, take minutes and action notes as required. Ensure all minutes are issued in a timely manner and ensure agreed actions are appropriately recorded.
- Provide cover as directed by Line Manager for other members of the team in their absence and assist with their workloads, as necessary.
- Work with the Management Team in the development and implementation of Standard Operating Procedures and Work Manuals.
- Assist in the effective use and maintenance of the office environment and clinical room space in the base, and leading on the introduction of, and working with, systems to manage this effectively
- Support communication with colleagues and users of the service through negotiation, influencing, listening, and understanding, to ensure effective joint working
- Support managers and clinical staff with all aspects of the recruitment of clinical staff in line with the processes and policies and to ensure that newly appointed staff undergo their local Trust induction.
*DVLA have a number of reciprocal arrangements with overseas countries, for further information please visit the DVLA website
Person Specification
Education
Essential
- Educated to GCSE level with four GCSEs at 4-9 or A-C grade including Maths & English or equivalent
- High level of written & verbal English
Desirable
- Evidence of training in leadership & management skills
- RSA/OCR Stage III/NVQ Level 3 in Business Administration or equivalent.
Experience
Essential
- Experience of staff supervision & management
- Experience in a senior administrative position
- Demonstrate ability to contribute towards service improvement
- Experience of working in a busy & demanding office / customer facing environment
Desirable
- Previous experience of working in an NHS office environment
- Experience of supporting a multi-disciplinary team
Skills & Abilities
Essential
- Excellent customer care skills / telephone manner
- Good IT skills (Microsoft Office)
- Attention to detail
- Ability to work on own initiative
- Ability to work as part of a team
- Excellent communication skills & ability to adopt appropriately both verbal & written
- Excellent organisational skills
- Able to work with a high degree of flexibility
- Ability to manage & prioritise own workload, work to tight timescales & deal with interruptions
- Demonstrate awareness of organisational policies & ability to translate them into working practice
Desirable
- Demonstrated contribution to personal & team development
- Demonstrate managing health & safety within a team
Knowledge & Understanding
Essential
- Understanding the importance of confidentiality
Desirable
- Knowledge of medical terminology
- knowledge of Data Protection Act
- Knowledge of SystmOne
- Good understanding of the NHS
- Understanding of HR policies & Procedures
Person Specification
Education
Essential
- Educated to GCSE level with four GCSEs at 4-9 or A-C grade including Maths & English or equivalent
- High level of written & verbal English
Desirable
- Evidence of training in leadership & management skills
- RSA/OCR Stage III/NVQ Level 3 in Business Administration or equivalent.
Experience
Essential
- Experience of staff supervision & management
- Experience in a senior administrative position
- Demonstrate ability to contribute towards service improvement
- Experience of working in a busy & demanding office / customer facing environment
Desirable
- Previous experience of working in an NHS office environment
- Experience of supporting a multi-disciplinary team
Skills & Abilities
Essential
- Excellent customer care skills / telephone manner
- Good IT skills (Microsoft Office)
- Attention to detail
- Ability to work on own initiative
- Ability to work as part of a team
- Excellent communication skills & ability to adopt appropriately both verbal & written
- Excellent organisational skills
- Able to work with a high degree of flexibility
- Ability to manage & prioritise own workload, work to tight timescales & deal with interruptions
- Demonstrate awareness of organisational policies & ability to translate them into working practice
Desirable
- Demonstrated contribution to personal & team development
- Demonstrate managing health & safety within a team
Knowledge & Understanding
Essential
- Understanding the importance of confidentiality
Desirable
- Knowledge of medical terminology
- knowledge of Data Protection Act
- Knowledge of SystmOne
- Good understanding of the NHS
- Understanding of HR policies & Procedures
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).
Employer details
Employer name
Cambridgeshire and Peterborough NHS Foundation Trust
Address
Huntingdon Admin Hub
Kingfisher House, Hinchingbrooke Business Park, Huntingdon
Huntingdon
PE29 6FH
Employer's website
https://www.cpft.nhs.uk/ (Opens in a new tab)
