Job summary
Coventry & Warwickshire ICB is seeking a highly motivated and enthusiastic individual to provide administrative duties including, organising events, preparing papers, coordinating slides, managing action trackers, and maintaining risk registers. The postholder will work jointly across the performance and elective teams and must be flexible, capable of working to tight deadlines, managing multiple concurrent tasks, and prioritising their responsibilities.
The postholder will be required to provide high quality, comprehensive administrative support to the team using excellent communication, organisational and IT skills. They should be able to work independently, using discretion, judgement and critical analysis where appropriate.
We are looking to recruit a highly organised individual who is proficient in a range of software programmes such as Microsoft Office including Excel, Outlook, PowerPoint, and Word. It is vital that the successful candidate has advanced typing skills, excellent attention to detail and can cope well under pressure.
Main duties of the job
The postholder will provide administrative support for the Planning, Performance and Assurance, and the Elective Care Teams. They will act as a point of contact for the department, dealing with routine and specialist enquiries in a pleasant and helpful manner, communicating relevant information to stakeholders, referring to others as appropriate.
The postholder will administer senior meetings with NHS England and other stakeholders, as well as support the annual planning process by collating documentation, maintaining distribution lists, and liaising with other directorates within the ICB.
About us
NHS Coventry and Warwickshire ICB is responsible for planning, organising and buying NHS-funded healthcare for people in the Coventry and Warwickshire areas. Our organisation is committed to improving the lives of the wider population by investing in our workforces, collaborative working and aligned processes.
This role is open to hybrid working with requirements to regularly attend ICB and partner sites across Coventry and Warwickshire (ICB bases at Shire Hall, Warwick and Parkside House, Coventry).
Job description
Job responsibilities
Key Duties and Responsibilities
To provide administrative support for the Planning, Performance and Assurance, and the Elective Care Teams. Act as a point of contact for the department, dealing with routine and specialist enquiries in a pleasant and helpful manner, communicating relevant information to stakeholders, referring to others as appropriate. Maintain a high standard of written and auditable records. Support the implementation, delivery and evaluation of projects and provide high quality information and feedback. Plan and develop processes for gathering, analysing, interpreting, and presenting data for routine reports. Provide administrative support to the quarterly System Review Meetings, and Provider Review Meetings. Support the Planning Office in collating documentation, maintaining distribution lists, capturing key issues and questions, lesson learned, and administering the Core and System Planning Groups as required.
Communication and Relationship Support the wider team in arranging and changing appointments and prioritising these as appropriate. Ensure all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner. Act as a point of contact for the team, dealing and responding effectively with complex queries from stakeholders and passing on relevant information to appropriate team members sensitively and autonomously. To provide administrative support to all team members to support a range of department initiatives. Work together with a range of stakeholders across the NHS to provide an effective administrative function.
Information Resources Input, monitor, and check data to support project work. Develop and maintain an effective electronic filing systems, to ensure that information is accessible to other members of the team.
Planning and Organising Organise and plan events including board meetings. Provide specialist administration support and advice to the team. Prepare agendas, taking notes, and distributing papers. Support group discussions and interviews as necessary.
Policy and Service Development Implementation Support teams in project management and participating in events. Work with all team members in the collection of information for performance reporting on relevant projects.
Financial and Physical Resources Collate relevant information required for financial management of the team. Run and collate reports which may include reports to a board and senior management as required.
General/Other: Able to work on own initiative and unsupervised, within defined policies and procedures to set timescales. Have a flexible/adaptable approach to their work to meet various deadlines. The postholder will take responsibility for own personal and professional development and maintain competence knowledge and skills commensurate with the role whilst also ensuring compliance with Statutory and mandatory training. The postholder will carry out any other duties as may reasonably be required by their line manager. Deliver against specified organisational objectives and prioritising own workload to deliver within tight deadlines. To arrange/schedule meetings, assessments, boards and reviews as required. Willing to engage with and learn from peers, other professionals, and colleagues. Professional calm and efficient manner. Effective organiser, influencer, and networker. Demonstrates a strong desire to improve performance and support the development of others and make a difference by focusing on goals. Promote the image of the team across the Integrated Care System.
This job description is not a definitive or exhaustive list of responsibilities but identifies the key responsibilities and tasks of the post holder. The specific objectives of the post holder will be subject to review as part of the individuals performance review/appraisal. There may be a requirement to undertake other duties as may reasonably be required to support the ICB in accordance with your grade/level in the organisation.
Job description
Job responsibilities
Key Duties and Responsibilities
To provide administrative support for the Planning, Performance and Assurance, and the Elective Care Teams. Act as a point of contact for the department, dealing with routine and specialist enquiries in a pleasant and helpful manner, communicating relevant information to stakeholders, referring to others as appropriate. Maintain a high standard of written and auditable records. Support the implementation, delivery and evaluation of projects and provide high quality information and feedback. Plan and develop processes for gathering, analysing, interpreting, and presenting data for routine reports. Provide administrative support to the quarterly System Review Meetings, and Provider Review Meetings. Support the Planning Office in collating documentation, maintaining distribution lists, capturing key issues and questions, lesson learned, and administering the Core and System Planning Groups as required.
Communication and Relationship Support the wider team in arranging and changing appointments and prioritising these as appropriate. Ensure all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner. Act as a point of contact for the team, dealing and responding effectively with complex queries from stakeholders and passing on relevant information to appropriate team members sensitively and autonomously. To provide administrative support to all team members to support a range of department initiatives. Work together with a range of stakeholders across the NHS to provide an effective administrative function.
Information Resources Input, monitor, and check data to support project work. Develop and maintain an effective electronic filing systems, to ensure that information is accessible to other members of the team.
Planning and Organising Organise and plan events including board meetings. Provide specialist administration support and advice to the team. Prepare agendas, taking notes, and distributing papers. Support group discussions and interviews as necessary.
Policy and Service Development Implementation Support teams in project management and participating in events. Work with all team members in the collection of information for performance reporting on relevant projects.
Financial and Physical Resources Collate relevant information required for financial management of the team. Run and collate reports which may include reports to a board and senior management as required.
General/Other: Able to work on own initiative and unsupervised, within defined policies and procedures to set timescales. Have a flexible/adaptable approach to their work to meet various deadlines. The postholder will take responsibility for own personal and professional development and maintain competence knowledge and skills commensurate with the role whilst also ensuring compliance with Statutory and mandatory training. The postholder will carry out any other duties as may reasonably be required by their line manager. Deliver against specified organisational objectives and prioritising own workload to deliver within tight deadlines. To arrange/schedule meetings, assessments, boards and reviews as required. Willing to engage with and learn from peers, other professionals, and colleagues. Professional calm and efficient manner. Effective organiser, influencer, and networker. Demonstrates a strong desire to improve performance and support the development of others and make a difference by focusing on goals. Promote the image of the team across the Integrated Care System.
This job description is not a definitive or exhaustive list of responsibilities but identifies the key responsibilities and tasks of the post holder. The specific objectives of the post holder will be subject to review as part of the individuals performance review/appraisal. There may be a requirement to undertake other duties as may reasonably be required to support the ICB in accordance with your grade/level in the organisation.
Person Specification
Knowledge
Essential
- Educated to NVQ 4 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.
- IT certificate or equivalent experience, skills, and knowledge of databases & Microsoft Office suite.
- Understanding of Confidentiality and Data Protection Act.
- Understanding of Caldicott principle and information governance.
Experience
Desirable
- A proven record of achievement in term of service improvements.
- Experience of successfully operating in a sensitive environment.
- Experience of reviewing & improving administrative processes.
- Experience of reviewing dashboards to determine performance trends.
- Experience of protocol/policy development.
- Experience of working to target and deadlines.
- Experience of planning and diary management.
- Experience of managing a wide range of administrative procedures.
- Experience of project management support and information analysis.
- Demonstrable experience of working in an administrative environment and working with computerised data systems.
Skills
Essential
- Ability to prepare and produce concise yet insightful communications for dissemination to a broad range of stakeholders as required.
- Able to work and communicate effectively with people at all levels including senior internal and external colleagues.
- Excellent verbal and written communication skill, with the ability to write clearly and concisely.
- Ability to build and manage relationships.
- Problem solving skills and ability to respond to sudden unexpected demands.
- High level of keyboard skills.
- Ability to work effectively as part of a team.
- Must be able to prioritise own work effectively and be able to direct activities of others.
- Excellent interpersonal and communication skills with the ability to relay complex information and administrative matters to a range of audiences.
- Excellent written communication skills with ability to take minutes and write letters, data entry and telephone skills.
- Ability to manage and organise own workload and make informed decisions in the absence of required information, working to tight and often changing timescales.
- Effective organiser.
Desirable
- Ability to delegate tasks to ensure timely and accurate delivery of service.
- Strong attention to detail.
- Skills for manipulating and presenting information.
- Ability to delegate tasks to ensure timely and accurate delivery of service.
- Excellent time management skills.
Other
Essential
- Used to working in a busy environment.
- Needs to have a thorough understanding of and commitment to equality of opportunity and good working relationships both in terms of day-to-day working practices, but also in relation to management systems.
- Willing to engage with and learn from peers, other professionals, and colleagues in the desire to provide or support the most appropriate interventions in a professional, calm, and efficient manner.
- Demonstrates a strong desire to improve performance and make a difference by focusing on goals.
- Ability to show and use initiative.
Desirable
- Ability to travel and work in a variety of settings.
- An ability to maintain confidentiality and trust.
Person Specification
Knowledge
Essential
- Educated to NVQ 4 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.
- IT certificate or equivalent experience, skills, and knowledge of databases & Microsoft Office suite.
- Understanding of Confidentiality and Data Protection Act.
- Understanding of Caldicott principle and information governance.
Experience
Desirable
- A proven record of achievement in term of service improvements.
- Experience of successfully operating in a sensitive environment.
- Experience of reviewing & improving administrative processes.
- Experience of reviewing dashboards to determine performance trends.
- Experience of protocol/policy development.
- Experience of working to target and deadlines.
- Experience of planning and diary management.
- Experience of managing a wide range of administrative procedures.
- Experience of project management support and information analysis.
- Demonstrable experience of working in an administrative environment and working with computerised data systems.
Skills
Essential
- Ability to prepare and produce concise yet insightful communications for dissemination to a broad range of stakeholders as required.
- Able to work and communicate effectively with people at all levels including senior internal and external colleagues.
- Excellent verbal and written communication skill, with the ability to write clearly and concisely.
- Ability to build and manage relationships.
- Problem solving skills and ability to respond to sudden unexpected demands.
- High level of keyboard skills.
- Ability to work effectively as part of a team.
- Must be able to prioritise own work effectively and be able to direct activities of others.
- Excellent interpersonal and communication skills with the ability to relay complex information and administrative matters to a range of audiences.
- Excellent written communication skills with ability to take minutes and write letters, data entry and telephone skills.
- Ability to manage and organise own workload and make informed decisions in the absence of required information, working to tight and often changing timescales.
- Effective organiser.
Desirable
- Ability to delegate tasks to ensure timely and accurate delivery of service.
- Strong attention to detail.
- Skills for manipulating and presenting information.
- Ability to delegate tasks to ensure timely and accurate delivery of service.
- Excellent time management skills.
Other
Essential
- Used to working in a busy environment.
- Needs to have a thorough understanding of and commitment to equality of opportunity and good working relationships both in terms of day-to-day working practices, but also in relation to management systems.
- Willing to engage with and learn from peers, other professionals, and colleagues in the desire to provide or support the most appropriate interventions in a professional, calm, and efficient manner.
- Demonstrates a strong desire to improve performance and make a difference by focusing on goals.
- Ability to show and use initiative.
Desirable
- Ability to travel and work in a variety of settings.
- An ability to maintain confidentiality and trust.
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.
