Job summary
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
First line management of the administrative team
Carry out a range of complex administrative tasks specific to work area
Ensure the administration team are adhering to Right Results Screening Policy
Provide comprehensive support to senior team including diary management, coordinating and arranging meetings, taking minutes
Update staff and patient records using Trust electronic systems
Deal with enquiries face to face, via telephone and email supporting juniorstaff with more difficult situations
Manage screening appointments, referrals, transport following guidelines
Register, check and update all screening referrals and patient information
Ensure appropriate stock levels and resources are available
Process invoices and monitor the budget as instructed by your manager
Provide a range of documents, spread sheets, posters, using relevant software packages
Cover other positions within the work area during absence
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. 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.
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 employment
This vacancy will close at midnight on 26th November 2024
Interviews are due to be held on 3rd December 2024
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
1. Educated to A level or NVQ level 3 Customer Service/ Business Admin /ITQ or equivalent
2. Typing qualification or equivalent experience
3. Specific technical/professional qualification
Desirable
4. Secretary qualification or equivalent
5. Team leader/management qualification
Experience
Essential
6. Experience of working in a busy clerical/office environment or reception service
7. Secretarial and /or administrative experience including minute taking
8. Prioritising, planning and organising own tasks
9. Working within guidelines
10. Experience of dealing with difficult situations and confrontations
11. Data entry experience and documentation
12. Experience of IT packages - Microsoft office
13. Experience of producing documents to a high standard
Desirable
14. Previous experience of working in NHS
15. Previous experience of working with medical records
16. Recruitment and Selection of staff
17. Experience of supervising staff
Knowledge
Essential
18. Understanding of confidentiality and data protection
19. Sound knowledge of office procedures
20. Understanding of customer service
21. Good working knowledge of Microsoft Office packages
Desirable
22. Knowledge of the Trust including awareness of priorities
23. Knowledge of Trust information systems
24. Knowledge of Medical Terminology
25. Awareness of NHS targets and Trust priorities
Skills
Essential
26. Ability to work as part of a team
27. Excellent communication skills including telephone, email, face to face
28. Ability to develop templates for letters
29. Ability to organise and manage own time keeping to schedule and deadlines
30. Ability to allocate and monitor work of others
31. Ability to use own initiative and work autonomously
32. Ability to demonstrate leadership skills
33. Willing to take on/learn new skills
34. Ability to show attention to detail and accuracy
35. Ability to adapt to change
36. Ability to work under pressure
37. Ability to store and safeguard confidential documents
Desirable
38. Ability to touch type
39. Ability to work with budgets
40. Ability to requisition general stock
Additional Requirements
Essential
41. The ability to understand and behave at all times, towards patients, visitors and colleagues according to the Trust values of safe, kind, excellent.