It offers an exciting opportunity to be part of an innovative and collaborative team, sharing ideas and implementing them where appropriate, allowing you to be at the heart of decision-making and problem-solving.
We are looking for 2x Operations Administrators for our team, so if you thrive in a dynamic environment, enjoy multi-tasking and have a knack for organisation, this position could be for you.
You'll develop valuable skills, collaborate with diverse teams, and contribute to the overall success of the Performance and Assurance directorate.
The Operations Administrator plays a vital role ensuring the smooth and efficient functioning of the System Operations Centre (SOC).
The post holder will work a shift pattern of 7.5 hrs per day, plus a 30 mins break, working 5 out of 7 days a week. Expected operating hours for the team are 08:00 - 20:00 Monday to Friday, 08:00 - 18:00 weekends and bank holidays in line with the Regional Operations Centre and National Operations Centre. The hours will be flexible in line with demand and the current incident. Currently, the operating hours are 08:00 - 18:00 7 days a week, but will increase once a full team has been established.
The post holder will work closely with the Business Support Coordinator and other Operations Administrator staff to ensure that there is always effective and robust cover for Cambridgeshire and Peterborough Integrated Care Board mandated duties.
Main duties of the job
Administrative Duties
1. Follow and update Standard Operating Procedures.
2. Identify issues and actions required using initiative and understanding of own authority and/or escalate when necessary.
3. Prepare and draft documents as requested, maintaining the highest levels of professional standards.
4. Provide detailed records of meetings, documents and updates on logs ensuring all allocated meetings are covered and meet the expected requirements.
5. Organise team meetings, prepare agendas, and take minutes at meetings as required.
6. Ensure the appropriate lead is appraised of all necessary information for escalation and/or attention.
7. Manage correspondence in the SPOC mailbox.
8. Manage actions from meetings that are assigned to the team, briefing colleagues. Secure updates to ensure actions are completed.
9. Develop and support the maintenance of any documentation and tracking tools necessary.
10. Develop and support the collation of any Situational Reporting required to NHSEI.
11. Upload and scan documents as required, including to the extranet.
12. Ensure reports and papers are prepared and forwarded to appropriate team members.
13. Collate data returns into simple summary reports as required.
Team Building
1. Establish and maintain professional relationships with colleagues of all levels.
2. Provide training and awareness to new members of the team.
3. Work with the lead and team to ensure all risks are escalated appropriately.
4. Provide peer support to all colleagues within the team as necessary.
About us
NHS Cambridgeshire & Peterborough is an Integrated Care Board (ICB) and the statutory NHS organisation responsible for planning and delivering local health and care services to the population and communities of Cambridgeshire & Peterborough.
We are passionate about creating an inclusive workplace that promotes and values diversity. We know through experience that different ideas, perspectives and backgrounds create a stronger and more creative work environment that delivers better patient outcomes. We welcome applications irrespective of people's age, disability, sex, gender, identity and gender expression, race or ethnicity, religion or belief, sexual orientation or other personal circumstances.
We are a predominantly home-based organisation. Some roles within the ICB are not suitable for the sole use of public transport and/or where there is a long journey from home to where work routinely takes place.
Job responsibilities
The Operations Administrator will work as part of a team within a Single Point of Contact to support the System Operations Centre function. The post holder will work a shift pattern, fulfilling Tier 2 hours of operation across 7 days a week. This is in line with the Regional Operations Centre and National Operations Centre, ensuring compliance with statutory duties in relation to incident and operations. The hours will be flexible in line with demand and the current incident.
1. Ensuring effective operation of the System Operations Centre Single Point of Contact.
2. Ensuring administrative support for all allocated submissions and meetings, including system escalation calls.
3. Providing clear and concise responses to correspondents of all levels ensuring a universal response on behalf of the team.
4. Ensuring all System Operations Centre processes and protocols are followed.
5. Ensuring organisation, confidentiality, and sensitivity throughout all assignments.
Person Specification
Experience
* Experience of successfully managing tasks & working with other people to ensure objectives and deadlines are met and quality maintained.
* Experience of successfully operating in a politically sensitive environment.
* Excellent time management skills with the ability to re-prioritise.
* Problem solving skills and ability to respond to sudden unexpected demands.
* Skills for communication on complex information and administrative matters, requiring developed interpersonal and oral/written communication skills.
* Experience at Logging system wide meetings.
* Experience of working with SHREWD system.
* Experience of working in operations environment.
* Experience of working in NHS or Social Care.
Qualifications
* Willingness to be trained as a professional Loggist.
Skills & Knowledge
* Ability to work on own initiative and organise own workload with minimal supervision working to tight and often changing timescales.
* Excellent communication skills both verbal and written.
* Formal minute taking skills.
* Ability to foster good working relationships, motivate others and provide peer support to others in the team.
* Advanced skills in using Microsoft products (Excel, Outlook, PowerPoint, MS Teams and Word).
* Ability to prioritise and respond flexibly to frequent changing demands.
* Ability to manage and deliver to deadlines and within resources.
* Ability to attend meetings and process correspondence containing highly sensitive information.
* Understanding of NHS system wide working and key contacts.
£24,071 to £25,674 a year. Enhanced weekend and bank holiday pay.
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