Cambridge University Hospital NHS Foundation Trust
To support the management of a professional administration service to the Cambridge Breast Unit, to all users including patients, relatives and colleagues.
Main duties of the job
1. First line management of the administrative team
2. Carry out a range of complex administrative tasks specific to work area
3. Ensure the administration team are adhering to Right Results Screening Policy
4. Provide comprehensive support to senior team including diary management, coordinating and arranging meetings, taking minutes
5. Update staff and patient records using Trust electronic systems
6. Deal with enquiries face to face, via telephone and email supporting junior staff with more difficult situations
7. Manage screening appointments, referrals, transport following guidelines
8. Register, check and update all screening referrals and patient information
9. Ensure appropriate stock levels and resources are available
10. Process invoices and monitor the budget as instructed by your manager
11. Provide a range of documents e.g. letters, spreadsheets, posters, using relevant software packages
12. Cover other positions within the work area during absence
13. Any other administrative duties as required
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.
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.
Job responsibilities
Please see the attached Applicant Information Pack (combined Job Description and Person Specification) for key duties and responsibilities.
This vacancy will close at midnight on 1st January 2025. Interviews are due to be held on 7th 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.
Person Specification
Qualifications
* Educated to A level or NVQ level 3 Customer Service/ Business Admin /ITQ or equivalent
* Typing qualification or equivalent experience
* Specific technical/professional qualification
* Secretary qualification or equivalent
Experience
* Experience of working in a busy clerical/office environment or reception service
* Secretarial and/or administrative experience including minute taking
* Prioritising, planning and organising own tasks
* Working within guidelines
* Experience of dealing with difficult situations and confrontations
* Data entry experience and documentation
* Experience of IT packages - Microsoft Office
* Experience of producing documents to a high standard
* Previous experience of working in NHS
* Previous experience of working with medical records
* Recruitment and Selection of staff
* Experience of supervising staff
Knowledge
* Understanding of confidentiality and data protection
* Sound knowledge of office procedures
* Understanding of customer service
* Good working knowledge of Microsoft Office packages
* Knowledge of the Trust including awareness of priorities
* Knowledge of Trust information systems
* Knowledge of Medical Terminology
* Awareness of NHS targets and Trust priorities
Skills
* Ability to work as part of a team
* Excellent communication skills including telephone, email, face to face
* Ability to develop templates for letters
* Ability to organise and manage own time keeping to schedule and deadlines
* Ability to allocate and monitor work of others
* Ability to use own initiative and work autonomously
* Ability to demonstrate leadership skills
* Willing to take on/learn new skills
* Ability to show attention to detail and accuracy
* Ability to adapt to change
* Ability to work under pressure
* Ability to store and safeguard confidential documents
* Ability to touch type
* Ability to work with budgets
* Ability to requisition general stock
Additional Requirements
* The ability to understand and behave at all times, towards patients, visitors and colleagues according to the Trust values of safe, kind, excellent.
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.
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