Senior Administrator

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Detailed job description and main responsibilities
• Supervise a team of administrative staff including undertaking appraisals, supervision, training, and development of band 3 and band 2 staff.
• Provide information and support to managers on the performance and conduct of members of staff and support with all informal and formal processes.
• Allocate and supervise administration tasks delegated to other members of the administration team.
• Be responsible for organising and controlling own and others workload ensuring deadlines are observed and duties performed efficiently.
• Work with Line Manager to lead on the introduction and proactive management of any new processes and initiatives.
• Deputise for the Line Manager when directed and required
• 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.
• Provide cover as directed by Line Manager for other members of the team in their absence and assist with their workloads, as necessary.
• Ensure confidentiality is always maintained and sharing of information is done in accordance with Trust policies and procedures.
• Work with the Management Team in the development and implementation of Standard Operating Procedures and Work Manuals.
• Assist in the effective use and maintenance of the office environment and clinical room space in the base, and leading on the introduction of, and working with, systems to manage this effectively
• Support communication with colleagues and users of the service through negotiation, influencing, listening, and understanding, to ensure effective joint working
• Be aware of the Trust's Incident reporting systems in line with the Health and Safety and Risk policy requirements
• Support managers and clinical staff with all aspects of the recruitment of clinical staff in line with the processes and policies and to ensure that newly appointed staff undergo their local Trust induction.

Undertake other duties as may be reasonably required commensurate with the grade of the post. Please refer to the attached Job Description and Person Specification for full details of responsibilities.

Person specification

Education

Essential criteria

• Educated to GCSE (A-C or 9-4 grades, one of which must be English) or equivalent.
• High standard of written and spoken English.

Desirable criteria

• Evidence of training in leadership and management skills
• RSA/OCR Stage III/NVQ Level 3 in Business Administration or equivalent.

Experience

Essential criteria

• Experience of staff supervision and management.
• Experience in a senior administrative position
• Demonstrate ability to contribute towards service improvement.
• Experience of working in a busy & demanding office / customer facing environment
• Experience of working with a minimum of supervision but working within standard operating procedures & management guidance.

Desirable criteria

• Previous experience of working in an NHS office environment
• Experience of supporting a multi-disciplinary team

Skills & Abilities

Essential criteria

• Good IT skills (Microsoft Office)
• Attention to detail & accuracy of work.
• Ability work on own initiative
• Ability to work as part of a team.
• Excellent communication skills & ability to adopt appropriately both verbal & written.
• Excellent organisational skills
• Able to work with a high degree of flexibility.
• Ability to manage & prioritise own workload, work to tight timescales & deal with interruptions.
• Ability to manage a team their workload, delegate, couch, train, & lead staff/team(s) effectively
• Demonstrate awareness of organisational policies & the ability to translate them into working practice.
• Ability to work under pressure.
• Demonstrate the ability to support / deputise for your line manager.
• Demonstrate a positive approach towards change.

Desirable criteria

• Demonstrate contribution to personal & team development.
• Demonstrate managing health & safety within a team.

Knowledge & understanding

Essential criteria

• Clear understanding of the importance of confidentiality

Desirable criteria

• Knowledge of medical terminology
• Knowledge of Data Protection Act
• Knowledge of SystmOne
• Understanding of HR policies & procedures.

Other Requirements

Essential criteria

• Ability to travel to other Trust sites, as required
• Has own vehicle & valid UK driving license

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.

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.

Employer certification / accreditation badges

Documents to download

• Senior Administrator JD & PS (PDF, 344.4KB)
• CPFT Values (PDF, 114.7KB)
• CPFT Mindful Employers (PDF, 51.3KB)