Senior Administrator in Huntingdon inHuntingdon PUBLISHED FRI 28 FEB 2025 Jump to job information section

Location: Cambridge, Fenland, Peterborough & Huntingdon with primary locations being Cambridge & Huntingdon.Countywide travel is essential

Are you an experienced professional looking for a senior role within a fast-paced, innovative, and high-profile service? We have an exciting opportunity for a Senior Administrator to join our team at the OPAC Administration Services, supporting the countywide Podiatry service.

As part of the administrative service level leadership team, comprising two Senior Administrators and an Administrative Lead, you will be responsible for:

• Line Management: Provide leadership, guidance, and support to a team of Administrators.

• Supervisions & Appraisals: Conduct regular supervisions and appraisals to ensure high performance and staff development.

• Operational Management: Lead the day-to-day operational workload for your team, ensuring tasks are completed efficiently and effectively.

• Senior Administration Support: Provide senior administrative support to the countywide Podiatry service, ensuring an effective, efficient, and streamlined service.

• Liaison: Collaborate with leadership teams, clinicians, and service users to maintain smooth operations and address any issues promptly.

The ideal candidate will have a proven track record in administration, strong leadership skills, and the ability to manage a high-demand workload.

Apply now and be a part of our team committed to excellence in healthcare administration.

• Overseeing a team of Administrators, Assistant Administrators, Referral Coordinators, and Call Handlers.

• Leading and managing the operational workload for both themselves and their team.

• Conducting supervisions and appraisals in accordance with Trust policy.

• Ensuring compliance with mandatory training for the team.

• Managing and prioritizing conflicting tasks.

• Providing senior administrative support to Clinicians and Clinical Leads.

• Processing and managing all incoming referrals.

• Managing the service email accounts.

• Offering administrative support to manage waiting lists, caseloads, and patient pathways.

• Implementing clinic and appointment changes as necessary.

• Maintaining up-to-date records on both internal and external systems.

• Creating and sending service correspondence via post and email to patients and external third-party organisations.

• Managing service communication materials and channels.

• Acting as the first point of contact for patients.

• Providing general administrative support for the service.

• Handling additional and ad hoc tasks as directed by the Admin and Clinical Leads

This is not an exhaustive list of the tasks within the role, but does bullet point the main aspects.

About us

Supervise a team of administrative staff including undertaking appraisals, supervision, training, and development of band 3 and band 2 staff.

Provide information and support to managers on the performance and conduct of members of staff and support with all informal and formal processes.

Allocate and supervise administration tasks delegated to other members of the administration team.

Be responsible for organising and controlling own and others workload ensuring deadlines are observed and duties performed efficiently.

Work with Line Manager to lead on the introduction and proactive management of any new processes and initiatives.

Deputise for the Line Manager when directed and required

To be responsible for dealing with telephone enquiries and other communications with a high degree of tact, diplomacy, and confidentiality

Arrange and attend meetings, including booking venues and hospitality if appropriate. To prepare and produce an agenda, collate, and distribute all necessary information and documentation, take minutes and action notes as required. Ensure all minutes are issued in a timely manner and ensure agreed actions are appropriately recorded.

Provide cover as directed by Line Manager for other members of the team in their absence and assist with their workloads, as necessary.

Ensure confidentiality is always maintained and sharing of information is done in accordance with Trust policies and procedures.

Work with the Management Team in the development and implementation of Standard Operating Procedures and Work Manuals.

Assist in the effective use and maintenance of the office environment and clinical room space in the base, and leading on the introduction of, and working with, systems to manage this effectively

Support communication with colleagues and users of the service through negotiation, influencing, listening, and understanding, to ensure effective joint working

Be aware of the Trusts Incident reporting systems in line with the Health and Safety and Risk policy requirements

Support managers and clinical staff with all aspects of the recruitment of clinical staff in line with the processes and policies and to ensure that newly appointed staff undergo their local Trust induction.

Undertake other duties as may be reasonably required commensurate with the grade of the post. Please refer to the attached Job Description and Person Specification for full details of responsibilities.