Job summary
Location: Cambridge, Fenland, Peterborough & Huntingdon with primary locations being Cambridge & Huntingdon.Countywide travel is essential
Are you an experienced professional looking for a senior role within a fast-paced, innovative, and high-profile service? We have an exciting opportunity for a Senior Administrator to join our team at the OPAC Administration Services, supporting the countywide Diabetes service.
As part of the administrative service level leadership team, comprising two Senior Administrators and an Administrative Lead, you will be responsible for:
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Line Management: Provide leadership, guidance, and support to a team of Administrators.
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Supervisions & Appraisals: Conduct regular supervisions and appraisals to ensure high performance and staff development.
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Operational Management: Lead the day-to-day operational workload for your team, ensuring tasks are completed efficiently and effectively.
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Senior Administration Support: Provide senior administrative support to the countywide Podiatry service, ensuring an effective, efficient, and streamlined service.
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Liaison: Collaborate with leadership teams, clinicians, and service users to maintain smooth operations and address any issues promptly.
The ideal candidate will have a proven track record in administration, strong leadership skills, and the ability to manage a high-demand workload.
Main duties of the job
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Overseeing a team of Administrators, Assistant Administrators, Referral Coordinators, and Call Handlers.
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Leading and managing the operational workload for both themselves and their team.
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Conducting supervisions and appraisals in accordance with Trust policy.
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Ensuring compliance with mandatory training for the team.
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Managing and prioritizing conflicting tasks.
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Providing senior administrative support to Clinicians and Clinical Leads.
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Processing and managing all incoming referrals.
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Managing the service email accounts.
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Offering administrative support to manage waiting lists, caseloads, and patient pathways.
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Implementing clinic and appointment changes as necessary.
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Maintaining up-to-date records on both internal and external systems.
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Creating and sending service correspondence via post and email to patients and external third-party organizations.
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Managing service communication materials and channels.
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Acting as the first point of contact for patients.
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Providing general administrative support for the service.
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Handling additional and ad hoc tasks as directed by the Admin and Clinical Leads
About us
Cambridgeshire and Peterborough NHS Foundation Trust is a health and social care organisation dedicated to providing high-quality care with compassion to improve the health and wellbeing of the people we care for, as well as supporting andempowering them to lead a fulfilling life.
Our clinical teams deliver many NHS services, not only via inpatient and primary care settings, but also within the community. These services include children's, adult and older people's mental health, forensic and specialist mental health, learning disabilities, primary care and liaison psychiatry, substance misuse, social care, research and development.
To achieve our goal, we look to recruit high-calibre candidates who share our vision and values. As an equal opportunities employer, we encourage applications from all sectors of the community, particularly from under-represented groups including people with long term conditions and members of our ethnic minority and LGBTQ+ communities.
Please be advised we reserve the right to close adverts earlier than the closing date should we receive sufficient applications.
Regrettably, we cannot offer sponsorship for all our job roles. If you apply for a role that we cannot offer sponsorship for, unfortunately, your application form will be rejected from the process.
For further information on CPFT, please visit our website at www.cpft.nhs.uk
Job description
Job responsibilities
Please refer to the attached job description and person specification for full details of responsibilities
- Supervise a team of administrative staff including undertaking appraisals, supervision, training, and development of band 3 and band 2 staff.
- 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.
- Ensure confidentiality is always maintained and sharing of information is done in accordance with Trust policies and procedures.
- 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
- Be aware of the Trusts Incident reporting systems in line with the Health and Safety and Risk policy requirements
- 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.
- Undertake other duties as may be reasonably required commensurate with the grade of the post. Please refer to the attached Job Description and Person Specification for full details of responsibilities.
Job description
Job responsibilities
Please refer to the attached job description and person specification for full details of responsibilities
- Supervise a team of administrative staff including undertaking appraisals, supervision, training, and development of band 3 and band 2 staff.
- 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.
- Ensure confidentiality is always maintained and sharing of information is done in accordance with Trust policies and procedures.
- 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
- Be aware of the Trusts Incident reporting systems in line with the Health and Safety and Risk policy requirements
- 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.
- Undertake other duties as may be reasonably required commensurate with the grade of the post. Please refer to the attached Job Description and Person Specification for full details of responsibilities.
Person Specification
Education
Essential
- oEducated to GCSE (A-C or 9-4 grades, one of which must be English) or equivalent.
- oHigh standard of written and spoken English.
Desirable
- oEvidence of training in leadership and management skills
- oRSA/OCR Stage III/NVQ Level 3 in Business Administration or equivalent.
Experience
Essential
- oExperience of staff supervision and management.
- oExperience in a senior administrative position
- oDemonstrate ability to contribute towards service improvement.
- oExperience of working in a busy & demanding office / customer facing environment
- oExperience of working with a minimum of supervision but working within standard operating procedures & management guidance.
Desirable
- oPrevious experience of working in an NHS office environment
- oExperience of supporting a multi-disciplinary team
Skills & Abilities
Essential
- oGood IT skills (Microsoft Office)
- oAttention to detail & accuracy of work.
- oAbility work on own initiative
- oAbility to work as part of a team.
- oExcellent communication skills & ability to adopt appropriately both verbal & written.
- oExcellent organisational skills
- oAble to work with a high degree of flexibility.
- oAbility to manage & prioritise own workload, work to tight timescales & deal with interruptions.
- oAbility to manage a team their workload, delegate, couch, train, & lead staff/team(s) effectively
- oDemonstrate awareness of organisational policies & the ability to translate them into working practice.
- oAbility to work under pressure.
- oDemonstrate the ability to support / deputise for your line manager.
- oDemonstrate a positive approach towards change.
Desirable
- oDemonstrate contribution to personal & team development.
- oDemonstrate managing health & safety within a team.
Knowledge & understanding
Essential
- oClear understanding of the importance of confidentiality
Desirable
- oKnowledge of medical terminology
- oKnowledge of Data Protection Act
- oKnowledge of SystmOne
- oUnderstanding of HR policies & procedures.
Other Requirements
Essential
- oAbility to travel to other Trust sites, as required
Person Specification
Education
Essential
- oEducated to GCSE (A-C or 9-4 grades, one of which must be English) or equivalent.
- oHigh standard of written and spoken English.
Desirable
- oEvidence of training in leadership and management skills
- oRSA/OCR Stage III/NVQ Level 3 in Business Administration or equivalent.
Experience
Essential
- oExperience of staff supervision and management.
- oExperience in a senior administrative position
- oDemonstrate ability to contribute towards service improvement.
- oExperience of working in a busy & demanding office / customer facing environment
- oExperience of working with a minimum of supervision but working within standard operating procedures & management guidance.
Desirable
- oPrevious experience of working in an NHS office environment
- oExperience of supporting a multi-disciplinary team
Skills & Abilities
Essential
- oGood IT skills (Microsoft Office)
- oAttention to detail & accuracy of work.
- oAbility work on own initiative
- oAbility to work as part of a team.
- oExcellent communication skills & ability to adopt appropriately both verbal & written.
- oExcellent organisational skills
- oAble to work with a high degree of flexibility.
- oAbility to manage & prioritise own workload, work to tight timescales & deal with interruptions.
- oAbility to manage a team their workload, delegate, couch, train, & lead staff/team(s) effectively
- oDemonstrate awareness of organisational policies & the ability to translate them into working practice.
- oAbility to work under pressure.
- oDemonstrate the ability to support / deputise for your line manager.
- oDemonstrate a positive approach towards change.
Desirable
- oDemonstrate contribution to personal & team development.
- oDemonstrate managing health & safety within a team.
Knowledge & understanding
Essential
- oClear understanding of the importance of confidentiality
Desirable
- oKnowledge of medical terminology
- oKnowledge of Data Protection Act
- oKnowledge of SystmOne
- oUnderstanding of HR policies & procedures.
Other Requirements
Essential
- oAbility to travel to other Trust sites, as required
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).
