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.

• To effectively manage Older People's Social Care financial and administrative processes across CPFT and the relevant Local Authorities.
• Provide information and support to Social Care Managers relating to the performance of the service under the section 75 agreement.
• Supervise Band 3 administrative staff. Including undertaking appraisals, formal supervision as well as overseeing the training and development of staff.
• To jointly manage the administration function to support the service to ensure standards of assessment and legal adherence alongside social care commissioning.
• Maintain annual leave records for the team, liaising with Social Care Managers to ensure appropriate and continuing cover for the service.
• Support Social Care Managers with all aspects of the recruitment of staff in line with relevant processes and policies. To support Social Care Team Managers to ensure newly appointed staff undergo their local and Trust inductions.
• Be responsible for organising and controlling own workload and ensuring deadlines are observed and duties performed efficiently.
• Work with Social Care Managers to lead on the introduction and proactive management of any new processes and initiatives. To assist in the delivery and development of the service.
• To be responsible for dealing with telephone and face to face 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.

Person specification

Education and Qualifications

Essential criteria

• Educated to GCE/GCSE (A - C grades, or equivalent in English and Maths
• Level 3 in Business Administration or equivalent
• High standard of written English

Desirable criteria

• Evidence of leadership and management skills

Experience

Essential criteria

• Significant experience in senior secretarial/administration role
• Experience in staff supervision and management
• Organising, attending and taking minutes/notes at senior level meetings

Desirable criteria

• Secretarial/administrative experience in the NHS within Clinical and/or Corporate Services
• Lived experience of mental health

Skills & Abilities

Essential criteria

• Excellent communication skills and ability to adopt appropriately both verbally and written including IT literacy (MS office and web based)
• Ability to prioritise own workload, work to tight timescales and deal with interruptions
• Ability to manage team workload, delegate and coach/train staff team(s) effectively
• Demonstrate the ability to support /deputise for manager
• Ability to use initiative and work as part of a team

Desirable criteria

• Good understanding of the NHS and the way it works

Other

Essential criteria

• Interested in personal and team development

Desirable criteria

• Ability to travel independently across Cambridgeshire and Peterborough to meet strict deadlines

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 (PDF, 241.4KB)
• CPFT Values (PDF, 114.7KB)
• CPFT Mindful Employers (PDF, 51.3KB)
• CPFT Accommodation (PDF, 296.6KB)
• CPFT Benefits (PDF, 74.4KB)