Job summary
A secondment opportunity has arisen for a highly motivated and enthusiastic individual to join the Transitions Team. This role will be Trust wide and base location and/or hybrid working is negotiable.
The successful candidate will have the chance to make a real difference to all teams across the Trust by providing high quality, efficient, administration support.
We are looking for someone with excellent IT skills who is able to work effectively under pressure. You should be flexible, possess strong team values and be able to work in a fast-paced environment.
This role requires excellent communication and coordination skills and the ability to multi-task. Training individuals and teams will form a large part of the role.
This secondment is initially for six months with an option to extend for a limited time in line with project timescales. Part time hours and flexible working hours would be considered and would determine the length of the secondment.
Please note that should we receive a high number of applications we reserve the right to close the advert earlier than advertised.
Main duties of the job
To provide administrative support and professional leadership to service teams to establish their digital personal files Sites and Libraries, in accordance with the Trusts values, administrative processes and organisational policies.
To work with teams to coordinate the transfer of digital personal files from various locations to SharePoint.
To effectively manage the implementation of the Digital Personal Files SOP in all areas and provide guidance in answer to queries. Identify common themes of issues and provide reminders and feedback to the Project Manager for inclusion in the Q&A document and resolve as necessary.
Ongoing review of the SOP and 'How To' guides to ensure they are accurate and reflect any learning.
Responsible for the day-to-day management of the implementation timetable, ensuring work stays on track and escalate any issues to the Project Manager.
To ensure personal files are established and maintained in accordance with the SOP in all services and raise any concerns with the Service Manager and Project Manager when they are not.
Work with the IT Team and Project Manager to resolve technical digital difficulties or issues.
To assist and support the with other Transition Team projects as and when time allows
About us
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.
Job description
Job responsibilities
Job Purpose:
- To work with the Project Manager and service teams to implement digital personal files in SharePoint Libraries.
- Transfer digital files into the Libraries from other folders.
- Work with service teams to ensure they understand how to utilise and manage SharePoint Sites and Libraries, providing training and one-to-one support.
- Support teams to meet project timescales.
Communication
- To liaise and communicate with work colleagues and service leadership/admin teams.
- To explain digital personal files administrative working practices to Service Leads and their delegated admin staff.
- To manage and resolve stressful situations and issues, seeking support and guidance from the Project Manager.
- To maintain strong working relationships with internal and external organisations and teams, promoting and sharing standards.
- Contribute to Cambridgeshire Community Services NHS Trust (CCS) internal and external communication strategies ensuring effective communication and engagement within the team and organisation.
- To contribute to ensuring the Cambridgeshire Community Services (CCS) responsibilities to engage and consult with patients and the public are met in line with statutory requirements.
People Management
To provide coaching and training on the set up and maintenance of digital personal files in SharePoint and in paper format.
Clinical and Practice Governance
- Observe and maintain strict confidentiality with regards to any 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 is required to participate in relevant emergency preparedness process for their team.
General
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 citizens 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.
Job description
Job responsibilities
Job Purpose:
- To work with the Project Manager and service teams to implement digital personal files in SharePoint Libraries.
- Transfer digital files into the Libraries from other folders.
- Work with service teams to ensure they understand how to utilise and manage SharePoint Sites and Libraries, providing training and one-to-one support.
- Support teams to meet project timescales.
Communication
- To liaise and communicate with work colleagues and service leadership/admin teams.
- To explain digital personal files administrative working practices to Service Leads and their delegated admin staff.
- To manage and resolve stressful situations and issues, seeking support and guidance from the Project Manager.
- To maintain strong working relationships with internal and external organisations and teams, promoting and sharing standards.
- Contribute to Cambridgeshire Community Services NHS Trust (CCS) internal and external communication strategies ensuring effective communication and engagement within the team and organisation.
- To contribute to ensuring the Cambridgeshire Community Services (CCS) responsibilities to engage and consult with patients and the public are met in line with statutory requirements.
People Management
To provide coaching and training on the set up and maintenance of digital personal files in SharePoint and in paper format.
Clinical and Practice Governance
- Observe and maintain strict confidentiality with regards to any 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 is required to participate in relevant emergency preparedness process for their team.
General
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 citizens 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.
Person Specification
Qualifications & Training
Essential
- GCSE English and Maths Grade C and above or equivalent qualification
- NVQ / Diploma level in Business & Administration Level 3 or equivalent experienced
Experience
Essential
- Experience of working in the field of administration
- Experience of managing work across team boundaries
- Implementing systems and processes for teams across the Trust
Desirable
- Experience of working in a project team
- Utilising SharePoint as a document repository
Knowledge & Skills
Essential
- Excellent communication and interpersonal skills
- Effectively prioritises and co-ordinates own work and negotiates the planning of work for other teams and their identified team members (SMEs)
- Organised and works with attention to detail
Person Specification
Qualifications & Training
Essential
- GCSE English and Maths Grade C and above or equivalent qualification
- NVQ / Diploma level in Business & Administration Level 3 or equivalent experienced
Experience
Essential
- Experience of working in the field of administration
- Experience of managing work across team boundaries
- Implementing systems and processes for teams across the Trust
Desirable
- Experience of working in a project team
- Utilising SharePoint as a document repository
Knowledge & Skills
Essential
- Excellent communication and interpersonal skills
- Effectively prioritises and co-ordinates own work and negotiates the planning of work for other teams and their identified team members (SMEs)
- Organised and works with 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.
