Band 4 Administrative Co-ordinator/PA

Cambridge University Hospitals NHS Foundation Trust; Westry; On-site; GBP 28,000 - 32,000; Full time

Job summary

Cambridge University Hospitals NHS Foundation Trust is seeking a highly organised Band 4 Administrative Co-ordinator/PA to support Histopathology and Pathology Services across Royal Papworth Hospital and CUH laboratories. You will manage diaries, arrange meetings, book rooms, take accurate minutes, and act as a first point of contact for clinicians and staff.

The role requires experience in medical administration, excellent communication, attention to detail, and the ability to prioritise in a

Qualifications

• Holds a Level 3 qualification with evidence of routine and non-routine secretarial processes.
• Experience as a medical secretary or related field or a Level 4 qualification.
• Proven NHS experience and line management/leadership exposure.

Responsibilities

• Provide comprehensive secretarial and PA support to consultants and senior staff.
• Manage complex diaries, meetings, room bookings, and minute-taking.
• Liaise with MDT teams to organise tissue/slides and reports for listings and updates.
• Book materials using local PAS (EPIC) and support data collection and audits.
• Maintain confidentiality and professional communication with clinicians and stakeholders.

Skills

Diary management

Minute taking

Microsoft Office

Medical terminology

Confidentiality

Communication skills

Organisational skills

Line management

Audit / data collection

Multidisciplinary teamwork

Education

Level 3 qualification

Level 4 qualification

Tools

EPIC (PAS)

Microsoft Office Applications

Job description

We are seeking a highly organised and proactive Band 4 Administrative Co-ordinator/PA to provide comprehensive administrative and PA support to the Histopathology and wider Pathology Services team. We have Pathologists and Microbiologists based at Royal Papworth Hospital (RPH) and the laboratory services are provided by Cambridge University Hospital (CUH) and UKHSA. The post holder will be required to work across RPH and CUH (Discover Drive Laboratories). This is a key role supporting consultants, senior management, and the multidisciplinary pathology team, ensuring the smooth running of administrative processes within a busy and fast paced clinical environment. The successful candidate will have excellent communication skills, strong attention to detail, and the ability to manage competing priorities while maintaining confidentiality and professionalism at all times. Main duties of the job Provide comprehensive secretarial and PA support to consultants and senior staff within Histopathology and Pathology Services. Manage complex diaries, meetings, appointments, room bookings, agendas, and accurate minute-taking. Act as the first point of contact for internal and external enquiries, ensuring professional communication with clinicians, staff, and stakeholders. Check daily the dictated macro/micro files for Papworth dissection and histology microscopy reports. Liaise with MDT teams to organise any requests for tissue/slides and reports from external stakeholders including situation updates and dates for listing patients for discussion. To book in requested material using local PAS (EPIC). Coordinate administrative workloads, prioritise tasks effectively, and support the efficient delivery of pathology services. Assist with data collection, audits, reporting, and continuous service improvement while contributing positively to team objectives. 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.

• Holds a Level 3 qualification achieved either through vocational learning or academic study and can evidence the skills needed to manage a wide range of routine and non-routine secretarial processes plus experience as a medical secretary or related field or level 4 qualification
• Evidence of continued learning, Previous experience of working in the NHS
• Previous experience of line managing a team or leading a team
• Understanding and experience of working with medical terminology, legal requirements, and organisational procedures
• Experience of applying this knowledge confidently to situations requiring judgement and initiative beyond standard workflows
• Previous experience of using Microsoft Office Applications
• Knowledge or secretarial or administrative procedures and systems
• Previous experience of minute taking
• Previous experience of audiotyping / touch typing
• The ability to communicate sensitive information to colleagues, patients and relatives
• The ability to pay close attention to detail in written and electronic communication and information storage
• Analyse information to resolve problems for patients, carers and staff i.e. diary commitments
• Plan ongoing, non-routine activities which require adjustment and forward planning
• The ability to work as part of a multi-disciplinary team to ensure high quality secretarial and administrative support
• Utilise personal problem-solving skills to assist patients, carers and staff
• Able to organise, prioritise and adjust own workload in relation to the priorities of the department
• Demonstrates personal duty of care in relation to the safe use of equipment and other resources
• Maintains the quality in own work and encourages others to do so
• Ability to share knowledge and skills with other team members, Please provide evidence of your commitment to uphold the Trust's values: Compassion, Excellence, Collaboration
• Ability to treat all employees and other hospital information confidentially
• Recognition of factors in maintaining own and others health, safety and security
• Supportive of equality and values diversity
• 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