Job summary We are looking to recruit a well-organised and service orientated administrator to the Trust documents team. You will be part of a team of four who provide a professional and efficient document management service to the whole of the Trust. You will be joining at an exciting time as the Trust's document management system (Merlin) goes live with a new version. We are looking for someone with an excellent eye for detail, who is adaptive to change, supports and engages with new and improved processes and who is competent working as part of a team as well as independently. The post holder will need to have excellent Microsoft application skills for Outlook, Word and Excel. Previous database entry and data management experience would be an advantage. An informal discussion of the role is very welcome. Please email Claire McLaughlin on claire.mclaughlin4nhs.net. Main duties of the job The role has a significant impact on Trust document compliance and you will be responsible for processing requests by assessing them against defined criteria and ensuring that urgent requests are prioritised. Where necessary providing feedback to authors and approvers to enable their document to meet the required standard to be published to Merlin. A key part of the role is the management of accessible information for patients. This involves working closely with the Trust reader panel, as well as the creation and updating of the patient information available on the CUH website. About us Our Trust Cambridge University Hospitals (CUH) NHS Foundation Trust comprises Addenbrooke's Hospital and the Rosie Hospital in Cambridge. With over 13,000 staff and over 1100 beds the priorities of the Trust focus on a quality service which is all about people - patients, staff and partners. Recognised as providing 'outstanding' care to our patients and rated 'Good' overall by the Care Quality Commissioner, is testament to the skill and dedication of the people who work here. CUH's values - Together - Safe, Kind, Excellent - are at the heart of patient care, defining the way all staff work and behave. The Trust provides accessible high-quality healthcare for the local people of Cambridge, together with specialist services, dealing with rare or complex conditions for a regional, national and international population. CUH is committed to promoting a diverse and inclusive community - a place where we can all be ourselves. We value our differences and fully advocate and support an inclusive working environment where every individual can fulfil their potential. We want to ensure our people are truly representative of all the communities that we serve. We welcome applications for all positions in the organisation irrespective of people's age, disability, ethnicity, race, nationality, gender identity, sex, sexual orientation, religion or belief, marriage and civil partnership status, or pregnancy and maternity status or social economic background. Date posted 09 January 2025 Pay scheme Agenda for change Band Band 4 Salary £26,530 to £29,114 a year p.a. pro rata Contract Permanent Working pattern Part-time, Flexible working Reference number 180-F-245562 Job locations Addenbrookes Hospital-Division Corporate Hills Road Cambridge CB2 0QQ Job description Job responsibilities Please see the attached Applicant Information Pack (combined Job Description and Person Specification) for key duties and responsibilities.As per Home Office guidelines, please be aware that, unfortunately, the Trust is unable to offer sponsorship for this particular position. Due to Home Office immigration rules, a full time permanent vacancy cannot be filled by individuals on a Student visa. Therefore, please be advised that if you are a Student visa holder, we will not be able to offer you a full time permanent contract unless you have:- applied for a Graduate visa- or you will have successfully completed your course and have applied for a Graduate visa before the anticipated start date of your employment- or the Trust has agreed that they will Sponsor you as a Skilled Worker and you will complete your studies within 3 months of the anticipated start date of employmentThis vacancy will close at midnight on the 20th January 2025 Interviews are due to be held on the 30th January 2025. Benefits to you At Cambridge University Hospitals, we want to do all we can to support good working days. We offer development opportunities and a wide range of benefits, including on-site leisure facilities, shopping concourse and day nurseries. Our good work programme currently includes providing reduced cost Stagecoach bus travel to and from Cambridge University Hospital site. Park and Ride bus journeys between Babraham Road and Trumpington sites are free, as is the route to and from Cambridge train station and our hospitals. We also subsidise the cost of parking on site for eligible staff. On CUH campus, hot food is available 24/7 and at a reduced cost for colleagues. Recently we launched the first of our staff pod break spaces. Located in the Deakin Centre, we have a purpose-created colleague-only caf, with free tea and coffee, a break space and private outside area for colleagues to rest, refuel and recharge. Just one of the ways we are working hard to support good working days at CUH. CUH is committed to assisting employees in achieving a good work-life balance irrespective of role or personal circumstances. Flexible arrangements may include, but are not limited to, part-time working, job-share, term-time working and flexible start and finish times. Please note if you would like to discuss the required hours of this role further, you should approach the contact given. In some cases, alternative working hours will be considered. We welcome applications from the Armed Forces. Job description Job responsibilities Please see the attached Applicant Information Pack (combined Job Description and Person Specification) for key duties and responsibilities.As per Home Office guidelines, please be aware that, unfortunately, the Trust is unable to offer sponsorship for this particular position. Due to Home Office immigration rules, a full time permanent vacancy cannot be filled by individuals on a Student visa. Therefore, please be advised that if you are a Student visa holder, we will not be able to offer you a full time permanent contract unless you have:- applied for a Graduate visa- or you will have successfully completed your course and have applied for a Graduate visa before the anticipated start date of your employment- or the Trust has agreed that they will Sponsor you as a Skilled Worker and you will complete your studies within 3 months of the anticipated start date of employmentThis vacancy will close at midnight on the 20th January 2025 Interviews are due to be held on the 30th January 2025. Benefits to you At Cambridge University Hospitals, we want to do all we can to support good working days. We offer development opportunities and a wide range of benefits, including on-site leisure facilities, shopping concourse and day nurseries. Our good work programme currently includes providing reduced cost Stagecoach bus travel to and from Cambridge University Hospital site. Park and Ride bus journeys between Babraham Road and Trumpington sites are free, as is the route to and from Cambridge train station and our hospitals. We also subsidise the cost of parking on site for eligible staff. On CUH campus, hot food is available 24/7 and at a reduced cost for colleagues. Recently we launched the first of our staff pod break spaces. Located in the Deakin Centre, we have a purpose-created colleague-only caf, with free tea and coffee, a break space and private outside area for colleagues to rest, refuel and recharge. Just one of the ways we are working hard to support good working days at CUH. CUH is committed to assisting employees in achieving a good work-life balance irrespective of role or personal circumstances. Flexible arrangements may include, but are not limited to, part-time working, job-share, term-time working and flexible start and finish times. Please note if you would like to discuss the required hours of this role further, you should approach the contact given. In some cases, alternative working hours will be considered. We welcome applications from the Armed Forces. Person Specification Qualifications Essential Educated to NVQ 4 level or equivalent qualification in a relevant subject or significant equivalent proven experience GCSE English and maths grade A- C Desirable ECDL (The European Computer Driving Licence) Intermediate (full 7 components) Typing qualification or equivalent experience Experience Essential Experience of working in a busy office environment Familiarity with working within local policies and guidelines Knowledge of data entry, data management and extraction Proficient with Microsoft Office particularly word, excel, teams and outlook Involvement in the production of documents to a high standard Ability to organise and manage own time, keeping to schedule and deadlines Experience of dealing with difficult situations and confrontations with internal customers Experience of communicating directly staff of any level Desirable Previous experience of working in NHS Experience of training staff Experience of working with central electronic database systems, including data entry and extraction Managing HTML/website information Experience in writing training materials Knowledge Essential Understanding of confidentiality and data protection Understanding of document management principles Sound knowledge of office procedures Desirable Knowledge of the Trust including awareness of priorities Knowledge of Trust information systems and document management systems Knowledge of medical terminology Skills Essential Organise and prioritise own routine and non-routine workload with minimal supervision Ability to follow instructions to ensure appropriate management of documents Excellent communication skills including telephone, email, face to face and Microsoft Teams, with all levels of staff Ability to work well in a team Ability to use own initiative and work autonomously Willing to take on/learn new skills Ability to show attention to detail and accuracy producing work of a high standard Ability to adapt to change Ability to work under pressure Desirable Ability to touch type / type quickly and accurately Additional Requirements Essential The ability to understand and behave at all times, towards patients, visitors and colleagues according to the Trust values of Together-safe, kind, excellent Actively promote and value equality, diversity and inclusion, treating others with dignity and respect Compliance with all Trust policies and procedures The ability to communicate appropriately to staff at all levels of the organisation. Person Specification Qualifications Essential Educated to NVQ 4 level or equivalent qualification in a relevant subject or significant equivalent proven experience GCSE English and maths grade A- C Desirable ECDL (The European Computer Driving Licence) Intermediate (full 7 components) Typing qualification or equivalent experience Experience Essential Experience of working in a busy office environment Familiarity with working within local policies and guidelines Knowledge of data entry, data management and extraction Proficient with Microsoft Office particularly word, excel, teams and outlook Involvement in the production of documents to a high standard Ability to organise and manage own time, keeping to schedule and deadlines Experience of dealing with difficult situations and confrontations with internal customers Experience of communicating directly staff of any level Desirable Previous experience of working in NHS Experience of training staff Experience of working with central electronic database systems, including data entry and extraction Managing HTML/website information Experience in writing training materials Knowledge Essential Understanding of confidentiality and data protection Understanding of document management principles Sound knowledge of office procedures Desirable Knowledge of the Trust including awareness of priorities Knowledge of Trust information systems and document management systems Knowledge of medical terminology Skills Essential Organise and prioritise own routine and non-routine workload with minimal supervision Ability to follow instructions to ensure appropriate management of documents Excellent communication skills including telephone, email, face to face and Microsoft Teams, with all levels of staff Ability to work well in a team Ability to use own initiative and work autonomously Willing to take on/learn new skills Ability to show attention to detail and accuracy producing work of a high standard Ability to adapt to change Ability to work under pressure Desirable Ability to touch type / type quickly and accurately Additional Requirements Essential The ability to understand and behave at all times, towards patients, visitors and colleagues according to the Trust values of Together-safe, kind, excellent Actively promote and value equality, diversity and inclusion, treating others with dignity and respect Compliance with all Trust policies and procedures The ability to communicate appropriately to staff at all levels of the organisation. Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Additional information Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Employer details Employer name Cambridge University Hospital NHS Foundation Trust Address Addenbrookes Hospital-Division Corporate Hills Road Cambridge CB2 0QQ Employer's website https://www.cuh.nhs.uk (Opens in a new tab)