Job summary
We strongly recommend that before any applications are made, candidates contact the Recruiting Manager for an informal conversation about the role.
An exciting opportunity has arisen within the Corporate Services team for an Administrator to support the Chief Transformation Officer directorate within the Corporate Services team. We are looking for an enthusiastic and motivated individual who is willing to go that extra mile and be part of a successful and effective Corporate Services function. We are a friendly team who work hard to deliver good outcomes for patients; we provide cross team cover when needed and pride ourselves in our collaborative approach and partnership working.
Main duties of the job
The right candidate will provide a high standard of professionalism and confidentially at all times, working to the Executive Assistant. The post holder will have experience of supporting formal meetings and the skill to take formal minutes, which is an essential part of the role. You will need to demonstrate the ability to prioritise to deliver to tight deadlines, manage diaries and be a clear communicator and have a working knowledge of a range of IT systems and packages.
About us
The Staffordshire and Stoke-on-Trent NHS Integrated Care Board (ICB) is responsible for planning functions; managing the NHS budget and arranging the provision of health services in the geographical area.
Location: Home based/hybrid working (most of posts). Travel on occasions to a Hub location with at least 1 days notice
New starters are expected to collect IT equipment, from offices in Stoke-on-Trent, and if based at home are required to have appropriate desk/chair/ relevant equipment in compliance with DSE regulations.
Posts at Band 8c and above, will take part in the On-call rota, flexible over 7 days, supporting the System Control Centre, with full training provided.
Unconscious Bias/Invisible Disability Training and Equality Induction are mandatory.
Interviews may take place via MS Teams or in person.
We promote a compassionate and inclusive environment and welcome applications from a diverse pool of talent and backgrounds. All individuals are valued and given every opportunity to succeed based on merit.
The ICB embrace the principles of Equality, Diversity and Inclusion and encourages applications from all individuals regardless of their age, disability, gender re-assignment, marital or civil partnership, pregnancy or maternity, race, religion and belief, sex or sexual orientation. It's important that our workforce reflects the diversity of communities as much as possible.
Job description
Job responsibilities
To provide administrative support including when appropriate to all team members to support a range of department initiatives
Preparing agendas, taking minutes and distributing notes of meetings including typing up of group discussions and interviews as necessary
- Taking telephone calls for the department when out of the office and expected to use their initiative to deal with phone calls and messages
Job description
Job responsibilities
To provide administrative support including when appropriate to all team members to support a range of department initiatives
Preparing agendas, taking minutes and distributing notes of meetings including typing up of group discussions and interviews as necessary
- Taking telephone calls for the department when out of the office and expected to use their initiative to deal with phone calls and messages
Person Specification
Experience
Essential
- Administrative/ secretarial experience including initiating and maintaining office systems.
- Demonstrable experience in dealing with the public and dealing with sensitive and confidential information.
Qualifications
Essential
- Educated to NVQ 3 level in a relevant subject or equivalent level of qualification or equivalent previous proven experience.
Skills, Knowledge & Competencies
Essential
- Intermediate knowledge of IT systems and software programmes such as Outlook, Word, Excel, PowerPoint and Access
- Understanding of Confidentiality and Data Protection Act.
- Clear communicator with excellent writing, data entry and presentation skills: capable of constructing and delivering clear information/ instructions to staff and service users
- Ability to work under pressure in a busy working environment and able to multi-task
- Effective team working
- Demonstrable Minute taking skills
Desirable
Personal Qualities
Essential
- An ability to maintain confidentiality and trust
- Professional, calm and efficient manner
- Commitment to continuing professional development
- Positive and flexible approach to work
- Ability to work without supervision, on own initiative, organising and prioritising own and other workloads to changing and often tight deadlines
- Travel to meetings and between bases
- Understanding of and commitment to equality of opportunity and good working relationships
Physical Skills
Essential
- Advanced keyboard skills, use of a range of software
Person Specification
Experience
Essential
- Administrative/ secretarial experience including initiating and maintaining office systems.
- Demonstrable experience in dealing with the public and dealing with sensitive and confidential information.
Qualifications
Essential
- Educated to NVQ 3 level in a relevant subject or equivalent level of qualification or equivalent previous proven experience.
Skills, Knowledge & Competencies
Essential
- Intermediate knowledge of IT systems and software programmes such as Outlook, Word, Excel, PowerPoint and Access
- Understanding of Confidentiality and Data Protection Act.
- Clear communicator with excellent writing, data entry and presentation skills: capable of constructing and delivering clear information/ instructions to staff and service users
- Ability to work under pressure in a busy working environment and able to multi-task
- Effective team working
- Demonstrable Minute taking skills
Desirable
Personal Qualities
Essential
- An ability to maintain confidentiality and trust
- Professional, calm and efficient manner
- Commitment to continuing professional development
- Positive and flexible approach to work
- Ability to work without supervision, on own initiative, organising and prioritising own and other workloads to changing and often tight deadlines
- Travel to meetings and between bases
- Understanding of and commitment to equality of opportunity and good working relationships
Physical Skills
Essential
- Advanced keyboard skills, use of a range of software
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.