Job summary
The Senior Administrator in Mood Disorders will be a key member of the new CPFT Mood Disorders Research Clinic, led by Dr Hatfield and Dr Osimo. This full-time, fixed-term Band 4 role supports the clinic's establishment and daily operations across Cambridgeshire and Peterborough.
The Mood Disorder Research Clinic uniquely provides both a clinical and research service for those impacted by a treatment resistant depression with a clinic operating from both Cambridge and Peterborough sites.
The clinical team with the support of the Senior Administrator will contribute to the clinic's academic and scientific output, supporting the NIHR Mental Health Translational Research Collaboration (MH-TRC) Mission. Upholding the Trust's values--professionalism, respect, innovation, dignity, and empowerment--is essential, alongside maintaining high standards of clinical governance, patient safety, and research integrity.
This is an exciting opportunity for a motivated individual to join a new team that will support advance research in mood disorders and influence the future of mental health care.
Main duties of the job
To act as the Senior Administrator in a team that may include clinical / and non-clinical staff.
Provide administrative support to a range of staff.
This role covers the Peterborough & Cambridgeshire area and the successful applicant may need to travel around the county.
Please note for this role you will be required to travel independently around the county meeting strict time deadlines.
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.
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.
Job description
Job responsibilities
Please refer to the attached job description and person specification for full details of responsibilities.
1. Supervise a team of administrative staff including undertaking appraisals, supervision, training and development of band 3 and band 2 staff.
2. Provide information and support to managers on the performance and conduct of members of staff and support with all informal and formal processes.
3. Allocate and supervise administration tasks delegated to other members of the administration team.
4. Maintain annual leave records for the team, liaising with Line Manager and other managers to ensure appropriate and continuing cover.
5. Support managers with the recruitment process and ensure that newly appointed staff undergo their local and Trust inductions.
6. Be responsible for organising and controlling own and others workload ensuring deadlines are observed and duties performed efficiently.
7. Work with Line Manager to lead on the introduction and proactive management of any new processes and initiatives.
8. Deputise for the Line Manager when directed and required.
9. 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.
10. To be responsible for dealing with telephone enquiries and other communications with a high degree of tact, diplomacy and confidentiality
Job description
Job responsibilities
Please refer to the attached job description and person specification for full details of responsibilities.
1. Supervise a team of administrative staff including undertaking appraisals, supervision, training and development of band 3 and band 2 staff.
2. Provide information and support to managers on the performance and conduct of members of staff and support with all informal and formal processes.
3. Allocate and supervise administration tasks delegated to other members of the administration team.
4. Maintain annual leave records for the team, liaising with Line Manager and other managers to ensure appropriate and continuing cover.
5. Support managers with the recruitment process and ensure that newly appointed staff undergo their local and Trust inductions.
6. Be responsible for organising and controlling own and others workload ensuring deadlines are observed and duties performed efficiently.
7. Work with Line Manager to lead on the introduction and proactive management of any new processes and initiatives.
8. Deputise for the Line Manager when directed and required.
9. 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.
10. To be responsible for dealing with telephone enquiries and other communications with a high degree of tact, diplomacy and confidentiality
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
- Evidence of training in leadership and management skills
Experience
Essential
- Significant experience in senior/secretarial/administrative position
- Experience of staff supervision and management
- Demonstrate ability to contribute towards service improvement
- Demonstrate awareness of organisational policies and ability to translate into working practice
- Organising, attending and taking minutes/notes at senior level meetings
Desirable
- Secretarial/Administrative experience in the NHS within clinical and/or corporate services
- Previous experience of NHS clinical and corporate governance processes and statutory frameworks
Skills & Abilities
Essential
- Excellent communication skills and ability to adopt appropriately both verbally and written including IT literacy (MS office and web-based)
- Excellent customer care skills
- Advanced standard or typing/audio skills
- Excellent organisational skills
- Ability to prioritise own workload, work to tight timescales and deal with interruptions
- Able to work with a high degree of flexibility
- Ability to work under occasional pressure/stress
Desirable
- Good understanding of the NHS and the way it works
- Understanding of HR policies and procedures
Knowledge & Understanding
Essential
- Clear understanding of respect and confidentiality and be able to challenge unacceptable behaviour
Other
Essential
- Demonstrate knowledge of managing Health and Safety within your team
Desirable
- May be required to travel and work between Trust sites
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
- Evidence of training in leadership and management skills
Experience
Essential
- Significant experience in senior/secretarial/administrative position
- Experience of staff supervision and management
- Demonstrate ability to contribute towards service improvement
- Demonstrate awareness of organisational policies and ability to translate into working practice
- Organising, attending and taking minutes/notes at senior level meetings
Desirable
- Secretarial/Administrative experience in the NHS within clinical and/or corporate services
- Previous experience of NHS clinical and corporate governance processes and statutory frameworks
Skills & Abilities
Essential
- Excellent communication skills and ability to adopt appropriately both verbally and written including IT literacy (MS office and web-based)
- Excellent customer care skills
- Advanced standard or typing/audio skills
- Excellent organisational skills
- Ability to prioritise own workload, work to tight timescales and deal with interruptions
- Able to work with a high degree of flexibility
- Ability to work under occasional pressure/stress
Desirable
- Good understanding of the NHS and the way it works
- Understanding of HR policies and procedures
Knowledge & Understanding
Essential
- Clear understanding of respect and confidentiality and be able to challenge unacceptable behaviour
Other
Essential
- Demonstrate knowledge of managing Health and Safety within your team
Desirable
- May be required to travel and work between Trust sites
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).
