Job summary
An exciting opportunity has become available for an enthusiastic and self-motivated individual to join the Haematology team to provide high quality administrative and secretarial support.
We are looking to appoint a well organised individual who enjoys working as part of a team. You will need to have excellent communication skills and enjoy working in a busy, challenging but rewarding environment. You must have a positive approach to change and be highly motivated to work effectively and efficiently.
This will be a hybrid role with a mix of onsite working and home working.
Main duties of the job
1. Manage the complex diary of the Deputy Operations Manager and Senior Clinical Team including coordinating and arranging meetings, taking minutes and ensuring that they are fully prepared for meetings, with sufficient time for completing work as well as responding to urgent corporate and operational needs as appropriate
2. Act as a central point for communications for the senior team for all levels of stakeholders
3. Work effectively and efficiently, proactively identifying better ways of working and sharing ideas with others to improve service delivery and transformation
4. Undertake duties including collection and distribution of post, photocopying and faxing documents, printing and preparation of reports as required, receive deliveries and arrange for collection of equipment/waste
5. Work flexibly and provide cover for colleagues within the Division 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 25th September 2024
Interviews are due to be held on 4th October 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
6. Educated to A level or NVQ level 3 Customer Services / Business Admin / ITQ or equivalent experience
Experience
Essential
7. Experience of working in a busy office environment or reception service
8. Secretarial and administrative experience including minute taking
9. Experience of IT packages including Microsoft Word
10. Ability to research information and to work within policies, procedures and guidelines
11. Ability to produce accurate documents to a high standard
Desirable
12. Previous experience of working in NHS
13. Experience of dealing with difficult and challenging situations
Knowledge
Essential
14. Understands the importance of confidentiality and data protection
15. Sound knowledge of office procedures
16. Understanding of customer service
17. Good working knowledge of Microsoft Office Packages
Desirable
18. Knowledge of the Trust including awareness of priorities
19. Knowledge of NHS terms and conditions
20. Knowledge of Trust's HR policies and procedures
Skills
Essential
21. Ability to work under pressure to meet specific deadlines
22. Excellent verbal and written communication skills, including telephone, email and face to face
23. Ability to work on own initiative with minimal supervision
24. Good organisational and time management skills
25. Able to produce work that is accurate and high quality
26. Ability to adapt to changes in the working environment
27. Ability to prioritise work from different sources, multi task and good attention to detail
28. Ability to problem solve and set up new systems
29. Ability to work well with people at different levels in the organisation
30. Ability to organise and manage own scheduling and deadlines.
Desirable
31. Ability to requisition general stock.
Additional Requirements
Essential
32. The ability to understand and behave at all times, towards patients, visitors and colleagues according to the Trust values of safe, kind, excellent.