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Senior Administrative Officer

2 months ago

Huntingdon, Cambridgeshire, United Kingdom Cambridgeshire and Peterborough NHS Foundation Trust Full time

Position Overview

The First Response Service (FRS) is seeking a dedicated Senior Administrative Officer to enhance our administrative team.

Are you interested in a role that presents challenges and allows you to contribute to a dynamic service? If so, we invite you to consider this opportunity.

The successful candidate will collaborate with our existing Senior Administrator to create a robust administrative support system, managing essential daily administrative tasks and addressing telephone inquiries and referrals from professionals involved with individuals facing mental health crises.

Key Responsibilities

The First Response Service offers round-the-clock access to mental health support for individuals identified as experiencing a mental health crisis, catering to all age groups.

Initial support is provided via telephone by trained clinicians skilled in mental health triage, who aim to de-escalate crises and develop safety plans. Depending on the assessed risk and needs, face-to-face evaluations may be scheduled. Each shift is supervised by a Clinical Lead, ensuring that individuals receive appropriate support, guidance, and referrals to relevant services.

The FRS Administrative Officers play a crucial role in the seamless operation of this vital service, enabling the clinical team to focus on their responsibilities. The ideal candidate will possess a strong commitment to teamwork, a proactive attitude, and the ability to perform under pressure.

If you seek a stimulating environment, enjoy diverse tasks, and wish to be part of a team dedicated to making a positive impact on our community by assisting individuals with mental health challenges, we encourage you to explore this role.

About Our Organization

Cambridgeshire & Peterborough NHS Foundation Trust is a health and social care organization committed to delivering high-quality, compassionate care to enhance the health and well-being of the individuals we serve, while empowering them to lead fulfilling lives.

Our clinical teams provide a wide range of NHS services not only in inpatient and primary care settings but also within the community. These services encompass mental and physical health for children, adults, and older individuals, as well as forensic and specialist mental health, learning disabilities, primary care, liaison psychiatry, substance misuse, social care, and research and development.

To fulfill our mission, we seek to recruit exceptional candidates who align with our vision and values. As an equal opportunity employer, we welcome applications from all community sectors, particularly from underrepresented groups, including individuals with disabilities and members of ethnic minorities and LGBTQ+ communities.

Job Duties

Please refer to the attached Job Description and Person Specification for comprehensive details of responsibilities.

  • Facilitate training for all new administrative personnel.
  • Delegate and oversee administrative tasks assigned to other team members.
  • Assist managers in the recruitment process and ensure that newly appointed staff complete their local and Trust inductions.
  • Manage and organize personal and team workloads, ensuring deadlines are met and tasks are executed efficiently.
  • Collaborate with the Line Manager to lead the implementation and proactive management of new processes and initiatives.
  • Prepare documents as required by medical staff, managers, and/or a multidisciplinary team, including typing from audio, direct dictation, or written text. Some correspondence may be highly confidential and potentially distressing.
  • Provide operational support to colleagues as directed by the manager.
  • Handle telephone inquiries and other communications with a high level of tact, diplomacy, and confidentiality, ensuring accurate message-taking and appropriate information provision.
  • Organize and attend meetings, including venue booking and hospitality arrangements as necessary. Prepare and distribute agendas, collate and disseminate relevant information, and take minutes and action notes as required, ensuring timely issuance of minutes and proper recording of agreed actions.
  • Maintain confidentiality at all times, ensuring information sharing complies with Trust policies and procedures.
  • Keep both paper and electronic records organized and up to date, tracking and receiving notes in a timely manner in accordance with Trust procedures.

Qualifications

Essential

  • Educated to GCE/GCSE (A - C grades, including English) or equivalent.
  • RSA/OCR stage III/NVQ Level 3 in Business Administration or equivalent.
  • Demonstrated commitment to continuous professional development.
  • High standard of written English.

Desirable

  • Evidence of training in leadership and management skills.

Experience

Essential

  • Extensive experience in a senior secretarial/administrative role.
  • Experience in staff supervision and management.
  • Ability to contribute to service improvement initiatives.
  • Awareness of organizational policies and ability to implement them in practice.
  • Experience in organizing, attending, and taking minutes at senior-level meetings.
  • Experience in organizing events for staff and broader audiences.
  • Experience handling confidential and sensitive data, ensuring proper maintenance and storage of records.

Desirable

  • Secretarial/administrative experience within the NHS in clinical and/or corporate services.
  • Previous involvement with NHS clinical and corporate governance processes and statutory frameworks.
  • Resource management experience.
  • Lived experience of mental health.

Skills & Abilities

Essential

  • Exceptional communication skills, both verbal and written, including proficiency in IT (MS Office and web-based applications).
  • Advanced typing/audio skills.
  • Excellent organizational capabilities.
  • Ability to work with a high degree of flexibility.
  • Confident demeanor with a proactive and constructive approach.
  • Ability to prioritize personal workload, meet tight deadlines, and manage interruptions.
  • Ability to manage team workload, delegate tasks, and effectively coach/train team members.
  • Demonstrated ability to support or deputize for the manager.
  • Professional attitude towards service users and their families.
  • Ability to work under occasional pressure or stress.

Desirable

  • Good understanding of the NHS and its operations.
  • Familiarity with HR policies and procedures.
  • Understanding of clinical corporate governance.
  • Knowledge of the Data Protection Act.

Knowledge & Understanding

Essential

  • Clear understanding of respect and confidentiality, with the ability to challenge unacceptable behavior.