Job summary
We are currently looking to recruit an enthusiastic and self motivated Senior Administrator to join our Peterborough Admin Hub supporting the admin staff as well as the clinical staff.
The ideal candidate will have a strong team work ethic, sense of accountability, friendly , positive, professional outlook , accompanied by an ability to work under considerable pressure at times and have a strong administrative background as well as some experience in management of staff. The Senior Administrator role also involves any other admin duties required and supporting staff in their teams.
In return we will provide the necessary support to ensure your development within your role. We are keen to support and develop our staff through a clear career pathway and encourage promotional opportunities within the Trust.
If you are looking for a new challenge, enjoy variety in your work and wish to be part of a team striving to make a difference , then we want to hear from you.
The Trust is an equal opportunities employer, and believes in treating everyone with dignity and respect and encourages applications from all sectors of the community.
Main duties of the job
Act as the team administration co-ordinator and provide a comprehensive high quality, effective and efficient service to senior management and a range of clinical staff.
Supervise a team of administrators and take operational responsibility for them and for the allocation of work.
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 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.
- Maintain annual leave records for the team, liaising with Line Manager and colleagues to ensure appropriate and continuing cover.
- Support managers with the recruitment process and ensure that newly appointed staff undergo their local and Trust inductions.
- Be responsible for organising and controlling own and others workload ensuring deadlines are observed and duties performed efficiently.
- Word process documents as needed by, for example, medical staff, managers and/or a multi-disciplinary team. Typing will be from audio, direct dictation or written text. Some correspondence will be highly confidential and may be of a distressing nature.
- 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.
- Develop and maintain office systems, including filing systems, bring forward and circulation databases. Develop and maintain central shared paper and electronic filing systems for the team.
- Support communication with colleagues and users of the service through negotiation, influencing, listening and understanding, to ensure effective joint working.
- Work with other members of the administration hub to ensure effective cover and support during times of absence and peak workloads.
- To prioritise, organise and manage workload without supervision and to identify matters which require urgent attention.
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.
- Maintain annual leave records for the team, liaising with Line Manager and colleagues to ensure appropriate and continuing cover.
- Support managers with the recruitment process and ensure that newly appointed staff undergo their local and Trust inductions.
- Be responsible for organising and controlling own and others workload ensuring deadlines are observed and duties performed efficiently.
- Word process documents as needed by, for example, medical staff, managers and/or a multi-disciplinary team. Typing will be from audio, direct dictation or written text. Some correspondence will be highly confidential and may be of a distressing nature.
- 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.
- Develop and maintain office systems, including filing systems, bring forward and circulation databases. Develop and maintain central shared paper and electronic filing systems for the team.
- Support communication with colleagues and users of the service through negotiation, influencing, listening and understanding, to ensure effective joint working.
- Work with other members of the administration hub to ensure effective cover and support during times of absence and peak workloads.
- To prioritise, organise and manage workload without supervision and to identify matters which require urgent attention.
Person Specification
Education/Qualifications
Essential
- Educated to GCE/GCSE (A - C grades, one of which must be English) or equivalent
- RSA/OCR stage III/NVQ Level 3 in Business Administration or equivalent
- Able to demonstrate and evidence continuous professional development
- High standard of written English
Desirable
- Prince II Practitioner or equivalent level of experience
Experience
Essential
- Significant experience in secretarial / administrative/ project support positions
- Organising, attending and taking minutes/notes at senior level meetings
- Organising events for staff and wider audiences
- Demonstrate awareness of organisational policies and ability to translate into working practice
- Experience of dealing with confidential and sensitive data and appropriate maintenance and storage of records
Desirable
- Secretarial/administrative experience in the NHS within clinical and/or corporate services
Skills & Abilities
Essential
- Excellent organisational and administrative skills
- Good technical word processing skills including knowledge of all Office software
- Use of excel to collect, collate and present data
- Competent in use of e-mail and web-based technology
- Able to work with high degree of flexibility
- Able to prioritise own workload and work to tight timescales
- Excellent telephone manner
Desirable
Knowledge & Understanding
Essential
- Understanding of project management processes and documentation
- Understanding of HR policies and procedures
Desirable
- Good understanding of the NHS and the way it works
- Understanding of clinical and corporate governance
Other
Essential
- Ability to travel across sites in the Cambridgeshire & Peterborough area
Person Specification
Education/Qualifications
Essential
- Educated to GCE/GCSE (A - C grades, one of which must be English) or equivalent
- RSA/OCR stage III/NVQ Level 3 in Business Administration or equivalent
- Able to demonstrate and evidence continuous professional development
- High standard of written English
Desirable
- Prince II Practitioner or equivalent level of experience
Experience
Essential
- Significant experience in secretarial / administrative/ project support positions
- Organising, attending and taking minutes/notes at senior level meetings
- Organising events for staff and wider audiences
- Demonstrate awareness of organisational policies and ability to translate into working practice
- Experience of dealing with confidential and sensitive data and appropriate maintenance and storage of records
Desirable
- Secretarial/administrative experience in the NHS within clinical and/or corporate services
Skills & Abilities
Essential
- Excellent organisational and administrative skills
- Good technical word processing skills including knowledge of all Office software
- Use of excel to collect, collate and present data
- Competent in use of e-mail and web-based technology
- Able to work with high degree of flexibility
- Able to prioritise own workload and work to tight timescales
- Excellent telephone manner
Desirable
Knowledge & Understanding
Essential
- Understanding of project management processes and documentation
- Understanding of HR policies and procedures
Desirable
- Good understanding of the NHS and the way it works
- Understanding of clinical and corporate governance
Other
Essential
- Ability to travel across sites in the Cambridgeshire & Peterborough area
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).
