Senior Administrator

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Detailed job description and main responsibilities

Please refer to the attached job description and person specification for full details of responsibilities

1. Support the recruitment process related to the areas highlighted in the job purpose and ensure that newly appointed staff undergo their local and Trust inductions.
2. Be responsible for organising and controlling own workload ensuring deadlines are observed and duties performed efficiently.
3. Word process documents as needed by, for example, medical staff, managers and/or a multi-disciplinary team. Typing may be from audio, direct dictation, or written text. Some correspondence will be highly confidential and may be of a distressing nature.
4. To be responsible for dealing with telephone enquiries and other communications with a high degree of tact, diplomacy, and confidentiality.
5. 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.
6. 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.
7. Support communication with colleagues and users of the service through negotiation, influencing, listening, and understanding, to ensure effective joint working.
8. To prioritise, organise and manage workload without supervision and to identify matters which require urgent attention.
9. Work with other members of the administration hub to ensure effective cover and support during times of absence and peak workloads.

Person specification

Education / Qualifications

Essential criteria

• 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.

Desirable criteria

• Prince II Practitioner or equivalent level of experience

Experience

Essential criteria

• Significant experience in secretarial / administrative/ project support positions
• Organising, attending and taking minutes/notes at senior level meetings
• 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 criteria

• Secretarial/administrative experience in the NHS and/or senior corporate level
• Understanding of NHS clinical and corporate governance processes and statutory frameworks

Skills & Abilities

Essential criteria

• Excellent organisational and administrative skills
• Good technical word processing skills including knowledge of all Office software
• Competent in use of e-mail and web-based technology
• Able to prioritise own workload and work to tight timescales
• Excellent telephone manner

Desirable criteria

• Resources Management

Knowledge & Understanding

Essential criteria

• Understanding of project management processes and documentation
• Understanding of HR policies and procedures

Other

Essential criteria

• Ability to travel across sites in the Cambridgeshire & Peterborough area

Here at Cambridgeshire and Peterborough NHS Foundation Trust (CPFT) we are dedicated to providing high quality care with compassion. We deliver many of the NHS services that are provided outside of hospital and in the community such as physical, mental health and specialist services.

We are a health and social care organisation, offering a wide range of services, including:

• Integrated physical and mental health services for adults and older people;
• Specialist mental health and learning disability services;
• Children and young people's mental health services;
• Children's community services in Peterborough;
• Social care;
• Ground-breaking research

We strongly encourage applications from all sections of the community, particularly from under-represented groups including disabled people and members of our ethnic minorities and LGBTQ+ communities. For further information about our positive equality, diversity and Inclusion work, please visit https://www.cpft.nhs.uk/equalityanddiversity.

CPFT is looking to build upon its pool of temporary workers with Temporary Staffing Services (TSS). You will be asked at interview if you would be willing to register with TSS. This is an excellent opportunity for those looking to take on additional hours that are flexible around your personal circumstances.

Please be advised that in line with the WHO Health Workforce Support and Safeguards List, 2020 Cambridgeshire and Peterborough NHS Foundation Trust currently are unable to accept applications from overseas candidates whose country of residence is classed as a 'Red List' country.

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.

Applicants who require entry into the UK will be required to provide a valid police certificate from the relevant authority from each country (except the UK) where the applicant has been present for 12 months or more, 10 years before the date of visa application, while aged 18 or over.

If you are successful at interview you will be subject to pre-employment checks, including a DBS (if appropriate), references and Occupational Health. To ensure a smooth process please bring all identity documents to your interview. A list of required identity documents will be attached to your interview invitation.

All communications will be sent to you via TRAC Systems. By applying for this post you are agreeing to CPFT transferring the information contained in this application to TRAC. If you are made an offer, information will also be transferred into the national NHS Electronic Staff Records system.

Please be advised we reserve the right to close adverts earlier than the closing date should we receive sufficient applications.

Employer certification / accreditation badges

Documents to download

• Job Description and Person Specification (PDF, 368.6KB)
• CPFT Values (PDF, 114.7KB)
• CPFT Mindful Employers (PDF, 51.3KB)
• CPFT Accommodation (PDF, 296.6KB)