Job summary
The Clatterbridge Cancer Centre NHS Foundation Trust is looking for a highly organised, motivated, and experienced Digital Directorate Administrator. The successful candidate will be part of a friendly, motivated digital team as well as providing administrative support to the Chief Information Officer and Heads of Service.
The working pattern will be 37.5hours per week and delivered from The Spine located in city centre Liverpool with travel to Wirral site expected.
Main duties of the job
The post holder will undertake general administration duties to assist the Digital PMO Office including:
- Supporting the Chief Information Officer and Heads of Service
- Diary Management
- Organisation and preparation of meetings
- Collation of actions
- Circulation of papers/packs
- Recording and monitoring of risk registers
- Creation and maintenance of configuration libraries
- Creation of formal documentation
- Co-ordinating seminars and workshops
- Dealing with sensitive information
- Communicating effectively with all levels of staff both internal and external to the Trust
This would be the perfect role if you are seeking a rewarding career in Digital Services, working in a forward thinking Trust.
About us
The Clatterbridge Cancer Centre NHS Foundation Trust provides highly-specialist cancer care for a population of 2.4 million people across Cheshire & Merseyside, North Wales, the Isle of Man and parts of Lancashire.
In June 2020, we opened Clatterbridge Cancer Centre - Liverpool, our spectacular new cancer hospital in the heart of Liverpool's Knowledge Quarter, providing state-of-the-art facilities as part of a £162m investment. Alongside our flagship hospital in Liverpool, we also have two other main cancer centres:
- Clatterbridge Cancer Centre - Wirral, providing outpatient cancer treatment and supportive care on the Clatterbridge Health Campus in Bebington, Wirral
- Clatterbridge Cancer Centre - Aintree, our radiotherapy treatment centre on the Aintree University Hospital site
Together, working across three sites and operating specialist chemotherapy clinics in four of Merseyside's district hospitals, we deliver a comprehensive range of inpatient care, advanced radiotherapy, chemotherapy and other systemic anti-cancer therapies including gene therapies and immunotherapies.
We also deliver a pioneering Treatment at Home and Work service, are the only facility in the UK providing low-energy proton beam therapy to treat rare eye cancers, and host the region's Teenage and Young Adult Unit.
Working with leading experts from the University of Liverpool, we strive to stay at the forefront of novel treatments and techniques to deliver more effective and personalised treatments.
Job description
Job responsibilities
Communication:
- Communicate effectively with all digital services team members and staff across the organisation including senior leaders, clinicians and representatives from other hospitals and organisations as appropriate.
- Support the diary management and administration activities for the Chief Information Officer and Heads of Service.
- Arrange and coordinate meetings as required.
- Provide administrative support for meetings to include; minute taking, actions logs, preparation of draft agendas, collation of papers, distribution of finalised agendas and packs, and tracking of follow up actions and deadlines
- Co-ordinate and facilitate appropriate communication channels to support the effective sharing of information in Digital PMO work streams
- Ensure a sensitive approach to the communication of information and data, verbally, and in writing, in areas of possible or known conflict.
- Provide relevant documentation and other information, to support CIO, Heads of Service and Digital PMO team members, as appropriate, including the creation of formal documentation
Analytical and Judgement Skills
- Support in the processing and presentation of quantitative and qualitative data to support analysis of project, specifically to support reports and presentations;
- Support reviews of programme and project activity as required to assist the Digital PMO in managing the delivery of the Trusts strategic objectives.
- Exercise judgment in the communication of information and data, verbally, and in writing, particularly in areas of possible or known conflict or corporate sensitivity relating to Digital PMO workstreams and projects.
- Direct queries within a timely manner to the appropriate Digital Team
- Act on own initiative to make judgements involving facts / situations requiring analysis and comparison of a range of potential options.
Planning and Organisational Skills
- Planning and organisation of straightforward tasks, activities or work streams, some of which may be ongoing, including meetings, conferences, seminars and workshops.
- Co-ordinate the collation of evidence, in preparation for assessment, of the audit and performance management requirements, which are generated by internal and external agencies / organisations interfacing with the Digital services team.
- Organise and maintain an efficient, effective and up-to-date tracking system and shared working space to ensure information is kept securely;
- Co-ordinate configuration libraries of project initiatives, including mechanisms to record and monitor progress relating to risk registers, issue logs, highlight reports, action logs, project status at a glance reports, and overall performance reports
- Order goods, supplies, and services relevant to the delivery of PMO areas of work and administration, including activities linked to travel, conference/meetings, event planning, and subsistence for Digital PMO team members.
Responsibility for Financial and Physical Resources
- To place orders for the division using the Iproc system and receipting items when arrived.
- To ensure that invoices are paid following receipt of goods.
- Co-ordinate outside agency visits including room bookings, catering and ensuring relevant finances are reimbursed via the debtors notification process
- Inform of any supply or equipment that may need to be replaced/re ordered.
- Ensure that equipment is used appropriately and report any non-functioning equipment
Responsibility for Patient and Client Care
- Assists patients, relatives and other members of the public during incidental contacts
Responsibility for Policy and Service Development
- Implements policies for own work area and proposes policy or service changes which impact beyond own area of activity.
- Responsible for development and management of policies/standard operating protocols relating to PMO project software, including document libraries, and supporting compliance with such approaches when interfacing with other members of the trust relating to PMO activities
Responsibility for Human Resources
- To assist in the smooth running of the service.
- In collaboration with the team, participate in the induction, orientation and the demonstration of procedures for new staff within Digital Services.
- Ensure new starters within Digital PMO have their required equipment and access rights
- Organise interview rooms and chaperone interviewees, confirming ID, as required
- Take responsibility for identifying own personal development needs, in conjunction with the line manager for the post.
Responsibility for Research and Development
- To fully participate in audits, projects, new procedures, research and otherwise support internal monitoring to facilitate continual improvement of the service, and personal development.
Freedom to Act
- Objectives will be set by Chief Information Officer / Digital Project Team Leader but has responsibility to manage own workload and work independently within defined policies.
- Works from initiative, using own judgement, acquired knowledge and tact to deal with queries and resolve situations, or escalate to the appropriate person
Job description
Job responsibilities
Communication:
- Communicate effectively with all digital services team members and staff across the organisation including senior leaders, clinicians and representatives from other hospitals and organisations as appropriate.
- Support the diary management and administration activities for the Chief Information Officer and Heads of Service.
- Arrange and coordinate meetings as required.
- Provide administrative support for meetings to include; minute taking, actions logs, preparation of draft agendas, collation of papers, distribution of finalised agendas and packs, and tracking of follow up actions and deadlines
- Co-ordinate and facilitate appropriate communication channels to support the effective sharing of information in Digital PMO work streams
- Ensure a sensitive approach to the communication of information and data, verbally, and in writing, in areas of possible or known conflict.
- Provide relevant documentation and other information, to support CIO, Heads of Service and Digital PMO team members, as appropriate, including the creation of formal documentation
Analytical and Judgement Skills
- Support in the processing and presentation of quantitative and qualitative data to support analysis of project, specifically to support reports and presentations;
- Support reviews of programme and project activity as required to assist the Digital PMO in managing the delivery of the Trusts strategic objectives.
- Exercise judgment in the communication of information and data, verbally, and in writing, particularly in areas of possible or known conflict or corporate sensitivity relating to Digital PMO workstreams and projects.
- Direct queries within a timely manner to the appropriate Digital Team
- Act on own initiative to make judgements involving facts / situations requiring analysis and comparison of a range of potential options.
Planning and Organisational Skills
- Planning and organisation of straightforward tasks, activities or work streams, some of which may be ongoing, including meetings, conferences, seminars and workshops.
- Co-ordinate the collation of evidence, in preparation for assessment, of the audit and performance management requirements, which are generated by internal and external agencies / organisations interfacing with the Digital services team.
- Organise and maintain an efficient, effective and up-to-date tracking system and shared working space to ensure information is kept securely;
- Co-ordinate configuration libraries of project initiatives, including mechanisms to record and monitor progress relating to risk registers, issue logs, highlight reports, action logs, project status at a glance reports, and overall performance reports
- Order goods, supplies, and services relevant to the delivery of PMO areas of work and administration, including activities linked to travel, conference/meetings, event planning, and subsistence for Digital PMO team members.
Responsibility for Financial and Physical Resources
- To place orders for the division using the Iproc system and receipting items when arrived.
- To ensure that invoices are paid following receipt of goods.
- Co-ordinate outside agency visits including room bookings, catering and ensuring relevant finances are reimbursed via the debtors notification process
- Inform of any supply or equipment that may need to be replaced/re ordered.
- Ensure that equipment is used appropriately and report any non-functioning equipment
Responsibility for Patient and Client Care
- Assists patients, relatives and other members of the public during incidental contacts
Responsibility for Policy and Service Development
- Implements policies for own work area and proposes policy or service changes which impact beyond own area of activity.
- Responsible for development and management of policies/standard operating protocols relating to PMO project software, including document libraries, and supporting compliance with such approaches when interfacing with other members of the trust relating to PMO activities
Responsibility for Human Resources
- To assist in the smooth running of the service.
- In collaboration with the team, participate in the induction, orientation and the demonstration of procedures for new staff within Digital Services.
- Ensure new starters within Digital PMO have their required equipment and access rights
- Organise interview rooms and chaperone interviewees, confirming ID, as required
- Take responsibility for identifying own personal development needs, in conjunction with the line manager for the post.
Responsibility for Research and Development
- To fully participate in audits, projects, new procedures, research and otherwise support internal monitoring to facilitate continual improvement of the service, and personal development.
Freedom to Act
- Objectives will be set by Chief Information Officer / Digital Project Team Leader but has responsibility to manage own workload and work independently within defined policies.
- Works from initiative, using own judgement, acquired knowledge and tact to deal with queries and resolve situations, or escalate to the appropriate person
Person Specification
Experience
Essential
- Significant experience in providing comprehensive administrative support functions
- Experience of liaising and communicating with staff on all levels including Senior Managers / Clinicians
- Experience of planning high-level multi-disciplinary meetings and events were complex & sensitive information items are shared and discussed
- Ability to work independently with limited supervision with deliverability of high quality work within set timescales
Desirable
- Previous Personal Assistant / Secretarial experience for a Senior Management Team
Knowledge & Expertise
Essential
- Broad range of IT skills including Word, Excel, Powerpoint, Email, Internet & local information systems
- Experience of delivering an Administrative Role in a comparable organisation
- Understanding of the importance and requirements of data protection and confidentiality
- Ability to draft and present written and verbal reports
Desirable
- Knowledge of project specific software packages
- Knowledge / experience of NHS / public sector organisations
Qualifications
Essential
- GCSE Qualifications Maths & English Grade C or above
- NVQ Level 3 Business Administration or equivalent demonstrable experience
- Good Standard of general education and or relevant experience
Desirable
- Basic Qualification / Course in Project Management
Person Specification
Experience
Essential
- Significant experience in providing comprehensive administrative support functions
- Experience of liaising and communicating with staff on all levels including Senior Managers / Clinicians
- Experience of planning high-level multi-disciplinary meetings and events were complex & sensitive information items are shared and discussed
- Ability to work independently with limited supervision with deliverability of high quality work within set timescales
Desirable
- Previous Personal Assistant / Secretarial experience for a Senior Management Team
Knowledge & Expertise
Essential
- Broad range of IT skills including Word, Excel, Powerpoint, Email, Internet & local information systems
- Experience of delivering an Administrative Role in a comparable organisation
- Understanding of the importance and requirements of data protection and confidentiality
- Ability to draft and present written and verbal reports
Desirable
- Knowledge of project specific software packages
- Knowledge / experience of NHS / public sector organisations
Qualifications
Essential
- GCSE Qualifications Maths & English Grade C or above
- NVQ Level 3 Business Administration or equivalent demonstrable experience
- Good Standard of general education and or relevant experience
Desirable
- Basic Qualification / Course in Project Management
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).
