Job summary
Why apply for this role?
It offers an exciting opportunity
to be part of an innovative and collaborative team, sharing ideas and
implementing them where appropriate, allowing you to be at the heart of
decision-making and problem-solving.
We are looking for 2x Operations Administrators for our team, so if you thrive in a dynamic environment, enjoy multi-taking
and have a knack for organisation, this position could be for you.
You'll develop valuable skills, collaborate with diverse
teams, and contribute to the overall success of the Performance and Assurance
directorate.
The Operations Administrator plays a vital role ensuring the
smooth and efficient functioning of the System Operations Centre (SOC).
The post holder will work a shift pattern of 7.5hrs per day,
plus a 30 mins break, working 5 out of 7 days a week. Expected operating hours
for the team are 0800 - 20:00 Monday to Friday, 0800 - 1800 weekends and bank
holidays in line with the Regional Operations Centre and National Operations
Centre. The hours will be flexible in line with demand and the current
incident. Currently, the operating hours are 08:00 - 18:00 7 days a week, but
will increase once a full team has been established.
The post holder will work closely with the Business Support
Coordinator and other Operations Administrator staff to ensure that there is
always effective and robust cover for Cambridgeshire and Peterborough
Integrated Care Board mandated duties.
Main duties of the job
Administrative Duties
Follow and update Standard Operating Procedures
Identify issues and actions required using initiative and understanding of own authority and/or escalate when necessary
Prepare and draft documents as requested, maintaining the highest levels of professional standards
Provide detailed records of meetings, documents and updates on logs ensuring all allocated meetings are covered and meet the expected requirements
Organise team meetings, prepare agendas, and take minutes at meetings as required
Ensure the appropriate lead is appraised of all necessary information for escalation and/or attention
Manage correspondence in the SPOC mailbox
Manage actions from meetings that are assigned to the team, briefing colleagues. Secure updates to ensure actions are completed
Develop and support the maintenance of any documentation and tracking tools necessary
Develop and support the collation of any Situational Reporting required to NHSEI
Upload and scan documents as required, including to the extranet
Ensure reports and papers are prepared and forwarded to appropriate team members
Collate data returns into simple summary reports as required
Team Building
Establish and maintain professional relationships with colleagues of all levels
Provide training and awareness to new members of the team
Work with the lead and team to ensure all risks are escalated appropriately
Provide peer support to all colleagues within the team as necessary
About us
NHS Cambridgeshire & Peterborough is an Integrated Care
Board (ICB) and the statutory NHS organisation responsible for planning and
delivering local health and care services to the population and communities of Cambridgeshire & Peterborough.
Working collaboratively with partner organisations, including
the VCSE sector, it oversees the commissioning, performance, financial
management and transformation of the local NHS, as part of Cambridgeshire &
Peterborough Integrated Care System (ICS).
We are passionate about creating an inclusive workplace that
promotes and values diversity. We know through experience that different ideas,
perspectives and backgrounds create a stronger and more creative work
environment that delivers better patient outcomes. We welcome applications
irrespective of peoples age, disability, sex, gender, identity and gender
expression, race or ethnicity, religion or belief, sexual orientation or other
personal circumstances.
We are a predominantly home based organisation. Some roles within the ICB are not suitable for the sole use
of public transport and/or where there is a long journey from home to where work
routinely takes place.
Job description
Job responsibilities
The
Operations Administrator will work as part of a team within a Single Point of
Contact to support the System Operations Centre function. The post holder will
work a shift pattern, fulfilling Tier 2 hours of operation across 7 days a
week. This is in line with the Regional Operations Centre and National
Operations Centre, ensuring compliance with statutory duties in relation to
incident and operations. The hours will be flexible in line with demand and the
current incident. This roles priorities will include:
Ensuring
effective operation of the System Operations Centre Single Point of
Contact
Ensuring
administrative support for all allocated submissions and meetings, including
system escalation calls
Providing
clear and concise responses to correspondents of all levels ensuring a
universal response on behalf of the team
Ensuring all
System Operations Centre processes and protocols are followed
Ensuring
organisation, confidentiality, and sensitivity throughout all assignments
The
post holder will work closely with the Business Support Coordinator and other Operations
Administrator staff to ensure that there is always effective and robust cover
for Cambridgeshire and Peterborough Integrated Care Board mandated duties.
Administrative
Duties
Follow and update Standard Operating Procedures to ensure a
universal way of working throughout the team informing the team of any updates
at team meetings and handovers
Identify issues and actions required using initiative and
understanding of own authority to resolve any issues and/or escalate when
necessary
Prepare and draft documents as requested via the appropriate SPOC
mailbox, maintaining the highest levels of professional standards
Provide detailed records of meetings, documentation and updates on
logs ensuring all allocated meetings are covered and meet the expected
requirements, inclusive of minute taking, recording actions and logging, if
required
Organise team meetings, prepare agendas, and take minutes at
meetings as required
Ensure the appropriate lead is appraised of all necessary
information for escalation and/or attention, and where gaps are identified,
source the relevant information to support effective decision-making
Manage correspondence in the SPOC mailboxes following the teams
SOPs and using initiative to add to and inform of changes to these processes
following discussion and approval
Manage actions from meetings that are assigned to the team,
briefing colleagues on required actions to be completed. Secure updates to ensure actions are
completed in the required timeframes and to accurate and appropriate
professional standards
Develop and support the maintenance of any documentation and
tracking tools necessary for local and wider distribution and input
Develop and support the collation of any Situational Reporting required to NHS England and Improvements teams
Upload and scan documents as required, including to the extranet
Ensure reports and papers are prepared and forwarded to
appropriate team members by deadlines set as agreed with the line manager
Collate data returns into simple summary reports as required
Team Building
Establish and maintain professional relationships with colleagues
of all levels
Work with other external members, systemwide, to ensure support of
completion of any workload and tasks necessary
Provide training and awareness to new members of the team, and/or
workload to the identified teams, in the ICB if work initiated by the team
Work with the appropriate lead and team to ensure all risks are
escalated appropriately
Provide peer support to all colleagues within the team as
necessary. i.e. following emotional or distressing conversations, isolated
working, motivational support, etc
Process
Development
Continuously support development of SOPs and update as required to
ensure any change is accounted for and adhered to with immediate effect
Communication
Use well developed communication and administrative skills to
enable the delivery of mandated functions
Provide detailed written and verbal handovers to members of the
team on the following shifts
Attend daily touchpoint calls, briefing the team on actions taken,
workload and items to be aware of
Handle telephone and email enquiries efficiently and effectively
Role
Responsibility
The post
holder will be required to support the team by ensuring a clear and universal
way of working in a team, effectively ensuring escalation of any risks and/or
issues as appropriate
Cover
meetings and provide good quality records as required and in a timely fashion
Be able to
handle highly sensitive and confidential information of a distressing or
emotional nature, verbally and in writing
Be able to
work autonomously to represent the team out of hours with the On Call Commander
as a further escalation point when required
Job description
Job responsibilities
The
Operations Administrator will work as part of a team within a Single Point of
Contact to support the System Operations Centre function. The post holder will
work a shift pattern, fulfilling Tier 2 hours of operation across 7 days a
week. This is in line with the Regional Operations Centre and National
Operations Centre, ensuring compliance with statutory duties in relation to
incident and operations. The hours will be flexible in line with demand and the
current incident. This roles priorities will include:
Ensuring
effective operation of the System Operations Centre Single Point of
Contact
Ensuring
administrative support for all allocated submissions and meetings, including
system escalation calls
Providing
clear and concise responses to correspondents of all levels ensuring a
universal response on behalf of the team
Ensuring all
System Operations Centre processes and protocols are followed
Ensuring
organisation, confidentiality, and sensitivity throughout all assignments
The
post holder will work closely with the Business Support Coordinator and other Operations
Administrator staff to ensure that there is always effective and robust cover
for Cambridgeshire and Peterborough Integrated Care Board mandated duties.
Administrative
Duties
Follow and update Standard Operating Procedures to ensure a
universal way of working throughout the team informing the team of any updates
at team meetings and handovers
Identify issues and actions required using initiative and
understanding of own authority to resolve any issues and/or escalate when
necessary
Prepare and draft documents as requested via the appropriate SPOC
mailbox, maintaining the highest levels of professional standards
Provide detailed records of meetings, documentation and updates on
logs ensuring all allocated meetings are covered and meet the expected
requirements, inclusive of minute taking, recording actions and logging, if
required
Organise team meetings, prepare agendas, and take minutes at
meetings as required
Ensure the appropriate lead is appraised of all necessary
information for escalation and/or attention, and where gaps are identified,
source the relevant information to support effective decision-making
Manage correspondence in the SPOC mailboxes following the teams
SOPs and using initiative to add to and inform of changes to these processes
following discussion and approval
Manage actions from meetings that are assigned to the team,
briefing colleagues on required actions to be completed. Secure updates to ensure actions are
completed in the required timeframes and to accurate and appropriate
professional standards
Develop and support the maintenance of any documentation and
tracking tools necessary for local and wider distribution and input
Develop and support the collation of any Situational Reporting required to NHS England and Improvements teams
Upload and scan documents as required, including to the extranet
Ensure reports and papers are prepared and forwarded to
appropriate team members by deadlines set as agreed with the line manager
Collate data returns into simple summary reports as required
Team Building
Establish and maintain professional relationships with colleagues
of all levels
Work with other external members, systemwide, to ensure support of
completion of any workload and tasks necessary
Provide training and awareness to new members of the team, and/or
workload to the identified teams, in the ICB if work initiated by the team
Work with the appropriate lead and team to ensure all risks are
escalated appropriately
Provide peer support to all colleagues within the team as
necessary. i.e. following emotional or distressing conversations, isolated
working, motivational support, etc
Process
Development
Continuously support development of SOPs and update as required to
ensure any change is accounted for and adhered to with immediate effect
Communication
Use well developed communication and administrative skills to
enable the delivery of mandated functions
Provide detailed written and verbal handovers to members of the
team on the following shifts
Attend daily touchpoint calls, briefing the team on actions taken,
workload and items to be aware of
Handle telephone and email enquiries efficiently and effectively
Role
Responsibility
The post
holder will be required to support the team by ensuring a clear and universal
way of working in a team, effectively ensuring escalation of any risks and/or
issues as appropriate
Cover
meetings and provide good quality records as required and in a timely fashion
Be able to
handle highly sensitive and confidential information of a distressing or
emotional nature, verbally and in writing
Be able to
work autonomously to represent the team out of hours with the On Call Commander
as a further escalation point when required
Person Specification
Experience
Essential
- Experience of successfully managing tasks & working with other people to ensure objectives and deadlines are met and quality maintained
-
- Experience of successfully operating in a politically sensitive environment
- Excellent time management skills with the ability to re-prioritise
- Problem solving skills and ability to respond to sudden unexpected demands
- Skills for communication on complex information and administrative matters, requiring developed interpersonal and oral/ written communication skills
Desirable
- Experience at Logging system wide meetings
- Experience of working with SHREWD system
- Experience of working in operations environment
- Experience of working in NHS or Social Care
Qualifications
Essential
- Able to demonstrate ongoing personal development
- Willingness to be trained as a professional Loggist
Skills & Knowledge
Essential
- Ability to work on own initiative and organise own workload with minimal supervision working to tight and often changing timescales
- Excellent communication skills both verbal and written
- Formal minute taking skills
- Ability to foster good working relationships, motivate others and provide peer support to others in the team
- Advanced skills in using Microsoft products (Excel, Outlook, PowerPoint, MS Teams and Word)
- Ability to prioritise and respond flexibly to frequent changing demands
- Ability to manage and deliver to deadlines and within resources
- Ability to attend meetings and process correspondence containing highly sensitive information
Desirable
- Understanding of NHS system wide working and key contacts
Person Specification
Experience
Essential
- Experience of successfully managing tasks & working with other people to ensure objectives and deadlines are met and quality maintained
-
- Experience of successfully operating in a politically sensitive environment
- Excellent time management skills with the ability to re-prioritise
- Problem solving skills and ability to respond to sudden unexpected demands
- Skills for communication on complex information and administrative matters, requiring developed interpersonal and oral/ written communication skills
Desirable
- Experience at Logging system wide meetings
- Experience of working with SHREWD system
- Experience of working in operations environment
- Experience of working in NHS or Social Care
Qualifications
Essential
- Able to demonstrate ongoing personal development
- Willingness to be trained as a professional Loggist
Skills & Knowledge
Essential
- Ability to work on own initiative and organise own workload with minimal supervision working to tight and often changing timescales
- Excellent communication skills both verbal and written
- Formal minute taking skills
- Ability to foster good working relationships, motivate others and provide peer support to others in the team
- Advanced skills in using Microsoft products (Excel, Outlook, PowerPoint, MS Teams and Word)
- Ability to prioritise and respond flexibly to frequent changing demands
- Ability to manage and deliver to deadlines and within resources
- Ability to attend meetings and process correspondence containing highly sensitive information
Desirable
- Understanding of NHS system wide working and key contacts
