About this role
Job summary
We are looking for a professional, organised, and proactive individual to join our Critical Care Administration Team, supporting both the Intensive Care Unit (ICU) and Elective Recovery Unit (ERU).
This varied and rewarding role provides comprehensive administrative support to the Critical Care Unit, including the management of staff rosters through the electronic rostering system (Allocate Optima). The successful candidate will support colleagues with annual leave requests, contractual changes, flexible working arrangements, and workforce administration, while working closely with a wide range of multidisciplinary teams.
The role requires the ability to build and maintain strong working relationships with a large and diverse Critical Care workforce, as well as key support departments such as Human Resources, Temporary Staffing, and the E-Rostering Team. Excellent communication and interpersonal skills are therefore essential.
The successful applicant will be highly organised, demonstrate exceptional attention to detail, and be able to prioritise their workload effectively within a busy environment. Working alongside a small team of administrative colleagues, they will also become an integral part of the wider Critical Care team, demonstrating the Trust's values through their daily interactions.
Main duties of the job
The post holder will play an important role in ensuring that administrative services are delivered efficiently, professionally, and within a supportive environment and will consistently promote a positive and professional image when interacting with staff, patients, visitors, and members of the public.
The post holder will be responsible for the coordination and maintenance of the electronic rostering system (Allocate Optima) for the Critical Care Unit. This includes producing and managing staff rosters to ensure safe clinical staffing levels are always maintained, ensuring wards are appropriately staffed and that employees fulfil their contracted hours.
The role will also involve managing annual leave requests, flexible working arrangements, and supporting workforce planning across the department.
In addition, the post holder will provide comprehensive administrative support to the Critical Care unit. Responsibilities include monitoring and managing the Critical Care Administration email inbox, responding to staff queries, supporting contractual changes and new working arrangements, and undertaking a variety of ad hoc administrative duties as required.
Previous experience in a rostering would be advantageous; however, it is not essential. Full training and a structured development programme will be provided to support the successful candidate in developing the knowledge and skills required for the role.
About us
Royal Papworth Hospital NHS Foundation Trust is the UK's leading heart and lung hospital, delivering care to more than 50,000 patients a year in its new state-of-the-art hospital in Cambridge. We perform the most heart and/or lung transplants in the UK and carried out the UK's first successful heart transplant in 1979. It also offers emergency heart attack treatment, sleep centre care and is one of just five centres nationally for those in severe respiratory failure.
Based on the Cambridge Biomedical Campus the largest centre of medical research and health science in Europe the Trust is at the heart of treatments of the future. Royal Papworth became the first hospital trust in the country to be rated outstanding in all five areas assessed by the Care Quality Commission - a rating it still holds today. The Trust holds its values of compassion, excellence & collaboration at its core, and all colleagues joining the team are expected to uphold these in their day-to-day roles & interactions. Royal Papworth is proud of its diverse workforce and encourages people to embrace their individuality.
The Trust values difference and welcomes all applications irrespective of age, disability, gender reassignment, marriage and civil partnership, pregnancy & maternity, race, religion & belief, sex and sexual orientation. Providing they meet the minimum post criteria, applicants with disabilities will be offered an interview.
For a street view tour: https://royalpapworth.nhs.uk/virtual-tour
Job description
Job responsibilities
On this page you will find a Role Profile which provides information about the hospital and full details about the role. We recommend that you review this and refer to it as you complete your application. Please include how you will meet the Trust Values Compassion, Excellence and Collaboration. If you would like more information about the role or working at Royal Papworth Hospital, please get in touch with the contact for this role.
Person Specification
Qualifications
Essential
- 5 GCSE or equivalent including English and Maths
- NVQ III in Administration, Customer Service or equivalent qualification or experience
Experience
Essential
- Significant experience and knowledge demonstratable at level 4 NVQ or diploma level
- A good working knowledge of Microsoft Word, Excel, Powerpoint and Teams.
- Previous experience of working in an office environment.
- Previous experience dealing with the public and working within a large and complex workforce.
- Previous experience working in a pressurised environment with competing demands and deadlines
- Ability to communicate basic or sensitive information to colleagues, patients and visitors.
- Good interpersonal skills.
- Ability to pay close attention to detail in written and electronic communication and information storage.
- Ability to work as part of a multi-disciplinary team to deliver accurate and timely administrative support.
- Ability to organise, prioritise and adjust own workload in relation to the priorities of the department.
- Ability to suggest and demonstrate changes to own and others working practice.
- Demonstrate personal responsibility for the safe use of equipment and other resources.
Desirable
- Previous experience of working in the acute sector of the NHS in a clinical environment.
- Previous experience of using the electronic rostering application -- Allocate Optima (formally HealthRoster)
Additional Criteria
Essential
- As well as being able to demonstrate examples of how they work in a way that is consistent with our values of compassion, excellence and collaboration the successful candidate will be able to clearly demonstrate a commitment to driving culture change through equality, diversity and inclusion.
- Physically able to use VDU and be seated for long periods of time.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details
Employer name
Royal Papworth Hospital NHS Foundation Trust
Address
Royal Papworth Hospital
Papworth Road
Cambridge Bio Medical Campus
Cambridge
CB2 0AY
United Kingdom
Employer's website
https://royalpapworth.nhs.uk/working-here (Opens in a new tab)