Operations Administrator

The hours will be flexible in line with demand and the current incident. This roles priorities will include: Ensuring effective operation of the System Operations Centre Single Point of Contact Ensuring administrative support for all allocated submissions and meetings, including system escalation calls Providing clear and concise responses to correspondents of all levels ensuring a universal response on behalf of the team Ensuring all System Operations Centre processes and protocols are followed Ensuring organisation, confidentiality, and sensitivity throughout all assignments 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.

Administrative Duties Follow and update Standard Operating Procedures to ensure a universal way of working throughout the team informing the team of any updates at team meetings and handovers Identify issues and actions required using initiative and understanding of own authority to resolve any issues and/or escalate when necessary Prepare and draft documents as requested via the appropriate SPOC mailbox, maintaining the highest levels of professional standards Provide detailed records of meetings, documentation and updates on logs ensuring all allocated meetings are covered and meet the expected requirements, inclusive of minute taking, recording actions and logging, if required Organise team meetings, prepare agendas, and take minutes at meetings as required Ensure the appropriate lead is appraised of all necessary information for escalation and/or attention, and where gaps are identified, source the relevant information to support effective decision-making Manage correspondence in the SPOC mailboxes following the teams SOPs and using initiative to add to and inform of changes to these processes following discussion and approval Manage actions from meetings that are assigned to the team, briefing colleagues on required actions to be completed.

Secure updates to ensure actions are completed in the required timeframes and to accurate and appropriate professional standards Develop and support the maintenance of any documentation and tracking tools necessary for local and wider distribution and input Develop and support the collation of any Situational Reporting required to NHS England and Improvements teams Upload and scan documents as required, including to the extranet Ensure reports and papers are prepared and forwarded to appropriate team members by deadlines set as agreed with the line manager Collate data returns into simple summary reports as required Team Building Establish and maintain professional relationships with colleagues of all levels Work with other external members, systemwide, to ensure support of completion of any workload and tasks necessary Provide training and awareness to new members of the team, and/or workload to the identified teams, in the ICB if work initiated by the team Work with the appropriate lead and team to ensure all risks are escalated appropriately Provide peer support to all colleagues within the team as necessary.

i.e. following emotional or distressing conversations, isolated working, motivational support, etc Process Development Continuously support development of SOPs and update as required to ensure any change is accounted for and adhered to with immediate effect Communication Use well developed communication and administrative skills to enable the delivery of mandated functions Provide detailed written and verbal handovers to members of the team on the following shifts Attend daily touchpoint calls, briefing the team on actions taken, workload and items to be aware of Handle telephone and email enquiries efficiently and effectively Role Responsibility The post holder will be required to support the team by ensuring a clear and universal way of working in a team, effectively ensuring escalation of any risks and/or issues as appropriate Cover meetings and provide good quality records as required and in a timely fashion Be able to handle highly sensitive and confidential information of a distressing or emotional nature, verbally and in writing Be able to work autonomously to represent the team out of hours with the On Call Commander as a further escalation point when required