Senior Administrator
2 weeks ago
Job summary
The Senior Administrator role is responsible for overseeing a team of administrators who support the Learning Disability Partnership. The successful candidate will be part of an integrated team working alongside colleagues from Cambridgeshire County Council.
The ideal candidate will have significant line management experience, a strong team work ethic, and sense of accountability, accompanied by an ability to work under considerable pressure at times.
You will manage and oversee the workload of the team, including supervisions and appraisals as well as your own workload.
This role is countywide and covers the Cambridgeshire area and the successful applicant will need to drive to various locations in the County. You will work in a hybrid way with the expectation that you work in the office regularly.
Main duties of the job
Supervise a team of Band 3 administrative staff including undertaking appraisals, supervision, training and development.
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.
Maintain annual leave records for the team, liaising with line manager and other managers to ensure appropriate and continuing cover.
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.
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 maintained at all times and sharing of information is done in accordance with Trust Policies and procedures.
About us
Cambridgeshire and Peterborough NHS Foundation Trust is a health and social care organisation dedicated to providing high-quality care with compassion to improve the health and wellbeing of the people we care for, as well as supporting andempowering them to lead a fulfilling life.
Our clinical teams deliver many NHS services, not only via inpatient and primary care settings, but also within the community. These services include children's, adult and older people's mental health, forensic and specialist mental health, learning disabilities, primary care and liaison psychiatry, substance misuse, social care, research and development.
To achieve our goal, we look to recruit high-calibre candidates who share our vision and values. As an equal opportunities employer, we encourage applications from all sectors of the community, particularly from under-represented groups including people with long term conditions and members of our ethnic minority and LGBTQ+ communities.
For further information on CPFT, please visit our website at
Job description
Job responsibilities
Please refer to the attached job description and person specification for full details of responsibilities
Supervise a team of administrative staff including undertaking appraisals, supervision, training and development and 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. Maintain annual leave records for the team, liaising with line manager and other managers to ensure appropriate and continuing cover. Support managers with the recruitment process and ensure that newly appointed staff under their local and Trust inductions. 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. 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. 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 necessaryEnsure confidentiality is maintained at all times and sharing of information is done in accordance with Trust Policies and procedures.
Person Specification
Qualifications
Essential
Educated to GCE/GCSE (A-C grades, one of which must be English) or equivalent Able to demonstrate and evidence continuous professional development. RSA/OCR Stage III/NVQ Level 3 in Business Administration or equivalent. 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 Experience of dealing with confidential and sensitive data and appropriate maintenance and storage of records
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
Essential
Excellent communication skills and ability to adopt appropriately both verbally and written including IT literacy (MS Office and web-based) Excellent organisational skills Able to work with high degree of flexibility and a confident nature with a proactive and constructive approach 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 Demonstrate a positive approach towards change and ability to lead staff Ability to use initiative and work as part of a team
Desirable
Good understanding of the NHS and the way it works Understanding of HR policies and procedures Understanding of clinical corporate governance
Knowledge & Understanding
Essential
Clear understanding of respect and confidentiality and be able to challenge unacceptable behaviour May be required to travel and work between Trust sites Interested in personal and team development Demonstrate knowledge of managing Health and Safety within your team-
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