Address
Form of workEmployer Cambridge University Hospitals NHS Foundation Trust Employer type NHS Site Addenbrookes Hospital-Division Corporate Town Cambridge Salary £25,147 - £27,596 p.a. pro rata Salary period Yearly Closing 26/02/2024 23:59 Interview date 29/02/2024
Job overview
To support the management of a professional administration service within the Estates Operations Department; receipting of invoices and recharges for maintenance works; working with Excel spreadsheets and Computer Aided Facilities Management (CAFM) systems to track finance spends; working with engineering teams to support contract information. Organise and schedule meetings with external contractors and engineers. Provide administration support to the front of office by dealing with customers and updating online call support system.
Main duties of the job
Carry out a range of complex administrative tasks specific to work area.
Provide comprehensive support to the 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 junior staff with more difficult situations.
Ensure appropriate stock levels and resources are available.
Process invoices and monitor the budget as instructed by the Senior Contracts and Finance manager.
Provide a range of documents, e.g. letters, spreadsheets, posters, using relevant software packages.
Working for our organisation
Our Trust
Cambridge University Hospitals (CUH) NHS Foundation Trust comprises Addenbrooke’s Hospital and the Rosie Hospital in Cambridge. With over 11000 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.
Detailed job description and main 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 the 26th February 2024.
Interviews are due to be held on the 6th March 2024.
Benefits to you
We offer development opportunities and a wide range of benefits including on-site leisure facilities, shopping concourse, day nurseries and access to a great transport system with easy access to airports and rail travel.
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
- Educated to A level or NVQ level 3 Customer Service/ Business Admin /ITQ or equivalent.
- Secretary qualification or equivalent.
- Typing qualification or equivalent experience.
Experience
- Experience of working in a busy clerical/office environment or reception service.
- Secretarial and /or administrative experience.
- 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 using a CAFM (Computer Aided Facilities Management) system.
- Contracts and Finance administration.
- Previous experience of working in NHS.
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.
- 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 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.
