Job summary
Do you have excellent organisational and administrative skills? We are looking for a new team member to join our Division and provide a comprehensive administration service.
This job will provide administrative support to the Director of Operations and support the effective running of some of our Programme Boards. The role includes day to day handling of preparation and coordinating internal and external meetings and team organisation.
NHS Herefordshire & Worcestershire ICB recognises the value serving personnel, reservists, veterans, and military families bring to our business and would encourage people from the armed forces community to apply for our vacancies.
Main duties of the job
The job is to support the Director of Operations with coordinating team activities, helping to ensure the successful running of the Division. With responsibility for a number of the ICS programme boards, good organisation is a valued skill, as well as ability to work under pressure. The postholder will work with Business Support colleagues in each Team across the Division to ensure that we have a resilient and dynamic coordinated administration. This means that the role would suit a person that likes variety and the opportunity to work with others.
Attention to detail is a key requirement for high quality reports and minutes, but also good communication skills and an ability to engage with people internal and external to the organisation.
About us
The NHS is a world-renowned institution and an exciting place to work, full of challenges and opportunities. Within NHS Herefordshire and Worcestershire ICB we are responsible for a range of health services for our population of over 800,000 people who live within a mix of urban and rurally dispersed communities, spanning two of the largest counties in England.
The Operations and Delivery Division is responsible for the transformation and commissioning of services across the Integrated Care System.
We provide a supportive and collaborative environment where we work with our staff to provide opportunities for you to reach your full potential and to develop a rewarding career within an exciting and evolving environment. We aim to enable our employees to achieve a positive work-life balance through a blend of collaborative workplace attendance combined with regular home working. Joining our inclusive and innovative team comes with a range of attractive benefits including:
- Employee Assistance programmes and access to a wealth of on-line health and wellbeing support
- Competitive NHS Pension Scheme
- Comprehensive opportunities to learn new skills and to develop your career within a caring and inclusive environment
- Generous holiday entitlement, which increases in line with service. There is also the opportunity to purchase additional leave.
- Flexible working patterns to support individuals work-life balance.
Please note we operate a 3-month probationary period for new appointments.
Job description
Job responsibilities
- Provide effective admin support to the Divison and ensuring all work is to the highest standards and in accordance with ICB Policy. Review and process data in a qualitative manner, as and when required.
- Participate in projects as delegated, primarily working within the Director of Operations.
- Provide over-arching support to the wider Division, coordinating Divisions activities such as monthly meetings.
- Deal with incoming queries for the service both written and verbally, redirecting or escalating when appropriate.
- Coordinated diary management for the Director of Operations to prioritise appointments, making sure all appointments are organised logistically in order to cut down on travelling time.
- Organise meetings/conferences, including booking venues, arranging refreshments, speakers, preparing and circulating papers to attendees.
- Organise effective agendas and required documents, taking and transcribing professional minutes, producing an action log and updating as required, monitoring attendance for a specific Programme Board.
- Responsible for typing a variety of documents and correspondence, requiring excellent professional written skills and a good understanding of local processes.
- Ensure confidentiality and appropriate filing of all documentation in the correct order in accordance with ICB policies and procedures. Ensure that all documents are made available for appropriate people within the service, keeping all necessary electronic systems up to date and ensuring information is accurate.
- Support the induction of new starters into the Operations and Delivery team.
- Respond flexibly, prioritising a diverse workload, in order to meet the changing demands of the service ensuring appropriate cover for planned absence with you and your assigned counterpart.
- Co-ordinate workflow and manage local systems within the team to ensure work is prioritised and delivered within agreed deadlines and targets.
- Part of this role will be to develop standard approaches and best practice for tasks and identify continuous processes for improvement within your area of responsibility, to ensure all work is to the highest standard and in accordance with ICB and service policy and procedure.
Job description
Job responsibilities
- Provide effective admin support to the Divison and ensuring all work is to the highest standards and in accordance with ICB Policy. Review and process data in a qualitative manner, as and when required.
- Participate in projects as delegated, primarily working within the Director of Operations.
- Provide over-arching support to the wider Division, coordinating Divisions activities such as monthly meetings.
- Deal with incoming queries for the service both written and verbally, redirecting or escalating when appropriate.
- Coordinated diary management for the Director of Operations to prioritise appointments, making sure all appointments are organised logistically in order to cut down on travelling time.
- Organise meetings/conferences, including booking venues, arranging refreshments, speakers, preparing and circulating papers to attendees.
- Organise effective agendas and required documents, taking and transcribing professional minutes, producing an action log and updating as required, monitoring attendance for a specific Programme Board.
- Responsible for typing a variety of documents and correspondence, requiring excellent professional written skills and a good understanding of local processes.
- Ensure confidentiality and appropriate filing of all documentation in the correct order in accordance with ICB policies and procedures. Ensure that all documents are made available for appropriate people within the service, keeping all necessary electronic systems up to date and ensuring information is accurate.
- Support the induction of new starters into the Operations and Delivery team.
- Respond flexibly, prioritising a diverse workload, in order to meet the changing demands of the service ensuring appropriate cover for planned absence with you and your assigned counterpart.
- Co-ordinate workflow and manage local systems within the team to ensure work is prioritised and delivered within agreed deadlines and targets.
- Part of this role will be to develop standard approaches and best practice for tasks and identify continuous processes for improvement within your area of responsibility, to ensure all work is to the highest standard and in accordance with ICB and service policy and procedure.
Person Specification
Experience
Essential
- Experience of working with multiple Microsoft applications and the internet.
Qualifications
Essential
- Minimum GCSE qualification in English Language or equivalent.
Skills, Knowledge & Competencies
Essential
- Ability to take minutes of meetings.
Person Specification
Experience
Essential
- Experience of working with multiple Microsoft applications and the internet.
Qualifications
Essential
- Minimum GCSE qualification in English Language or equivalent.
Skills, Knowledge & Competencies
Essential
- Ability to take minutes of meetings.
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
