Job summary
NHS Herefordshire and Worcestershire Integrated Care Board (ICB) is part of theHerefordshire and Worcestershire Integrated Care System (ICS) and is responsible for improving health outcomes for our local population, reducing health inequalities, and supporting broader social and economic development. The ICB does this through ensuring more effective joined up working with local partners across health, social care, voluntary and community sectors.
Band 4 Business Support Officers
Post 1 - Urgent Care & Community Team, 0.7 WTE, Permanent
Post 2 - Children and Young People Team, 1.0 WTE, 12-month Fixed Term (Maternity Cover)
We are looking for enthusiastic and professional Business Support Officers to join our Operations & Delivery Division, supporting the ICB's Director of Ops & Delivery and the effective running of relevant Programme Boards within two teams.
Each role requires excellent organisational and administrative skills, including coordinating internal and external meetings and team organisation. The roles are at the heart of the Operations & Delivery division, and we are looking for proactive individuals who enjoy the challenge of a busy working environment and have strong communication skills.
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 organisation's Business Support function provides focused admin and secretarial support within each team across the ICB.
- The Business Support Officers will provide a comprehensive and high quality support services to teams within the Operations & Delivery function, along with supporting the Director of Operations with coordinating team activities.
- The postholders will work with Business Support colleagues in each Team across the Division, as well as across the ICB, to ensure that we have a resilient and dynamic coordinated administration service. This means that the postholders will need to have strong communication skills, work effectively within a team, and enjoy variety and the opportunity to work with others.
- The postholders will be responsible for a number of the ICS programme boards, and good organisation is a valued skill, as well as ability to work under pressure.
- Accuracy and attention to detail is a key requirement for high quality reports and notes and minutes, along with the ability to engage with people internal and external to the organisation in a confident and professional manner.
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. Teamwork, integrity, and innovative thinking are the cornerstone behaviours that define the Division.
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. 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
- To provide effective admin support to the team and ensuring all work is to the highest standards and in accordance with ICB Policy. This will include providing support to the relevant portfolio of work and associated Programme Boards.
- Organise a range of meetings, both face to face and on Teams, including preparing effective agendas and required documents, taking and transcribing professional minutes or action notes, producing an action log and updating as required, monitoring attendance. Co-ordinate team meetings including planning dates and attendance, agenda planning, note taking and action follow up.
- Deal with incoming queries for the service both written and verbally, redirecting or escalating when appropriate.
- Coordinated diary management to prioritise appointments, making sure all appointments are organised logistically in order to cut down on travelling time.
- Organising meetings/conferences, including booking venues, arranging refreshments, speakers, preparing and circulating papers to attendees.
- Responsible for preparing a variety of documents and correspondence, requiring excellent professional written skills and a good understanding of local processes, and adhering to good standards of accuracy.
- Ensure confidentiality and appropriate filing of all documentation in accordance with ICB policies and procedures using Sharepoint. 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 Divison.
- To be able to respond in a flexible and adaptable way, prioritising a diverse workload, in order to meet the changing demands of the service. Work with colleagues to ensure appropriate cover for planned absence across the business support function within the Division.
- To co-ordinate workflow and manage local systems within the team to ensure work is prioritised and delivered within agreed deadlines and targets.
-
To develop standard approaches and best practice for tasks and
identify continuous processes for improvement within the area of
responsibility, to ensure all work is to the highest standard and in
accordance with ICB and service policy and procedure.
-
Review and process data in a qualitative manner.
-
To participate in projects as required.
Job description
Job responsibilities
- To provide effective admin support to the team and ensuring all work is to the highest standards and in accordance with ICB Policy. This will include providing support to the relevant portfolio of work and associated Programme Boards.
- Organise a range of meetings, both face to face and on Teams, including preparing effective agendas and required documents, taking and transcribing professional minutes or action notes, producing an action log and updating as required, monitoring attendance. Co-ordinate team meetings including planning dates and attendance, agenda planning, note taking and action follow up.
- Deal with incoming queries for the service both written and verbally, redirecting or escalating when appropriate.
- Coordinated diary management to prioritise appointments, making sure all appointments are organised logistically in order to cut down on travelling time.
- Organising meetings/conferences, including booking venues, arranging refreshments, speakers, preparing and circulating papers to attendees.
- Responsible for preparing a variety of documents and correspondence, requiring excellent professional written skills and a good understanding of local processes, and adhering to good standards of accuracy.
- Ensure confidentiality and appropriate filing of all documentation in accordance with ICB policies and procedures using Sharepoint. 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 Divison.
- To be able to respond in a flexible and adaptable way, prioritising a diverse workload, in order to meet the changing demands of the service. Work with colleagues to ensure appropriate cover for planned absence across the business support function within the Division.
- To co-ordinate workflow and manage local systems within the team to ensure work is prioritised and delivered within agreed deadlines and targets.
-
To develop standard approaches and best practice for tasks and
identify continuous processes for improvement within the area of
responsibility, to ensure all work is to the highest standard and in
accordance with ICB and service policy and procedure.
-
Review and process data in a qualitative manner.
-
To participate in projects as required.
Person Specification
Qualifications
Essential
- 4 GCSE grade 9-4 (including Maths and English Language) or equivalent
- RSA 3/OCR Text Production and Word Processing Level 3 (or equivalent standard)
Desirable
Experience
Essential
- Experience of routine office systems and detailed processes
- Experience of coordinating meetings, taking notes and formal minutes, and follow up
- Experience in supporting multi-disciplinary teams
Desirable
- Previous NHS administration experience
- Experience of Microsoft Teams and O365
Skills, Knowledge & Competencies
Essential
- Extensive organisational skills and competencies
- Highly organised and efficient, able to work effectively under pressure and produce quality work to deadlines
- Ability to coordinate meetings, including agenda, notes and actions
- Ability to manage and prioritise own workload, working without close supervision
Personal Qualities
Essential
- Enthusiastic, self-motivated and proactive approach to work
- Ability to work as part of a team and be a flexible and supportive colleague
- Ability to deal with challenges and adapt to change
Desirable
- Open to personal development and commitment to learning
Person Specification
Qualifications
Essential
- 4 GCSE grade 9-4 (including Maths and English Language) or equivalent
- RSA 3/OCR Text Production and Word Processing Level 3 (or equivalent standard)
Desirable
Experience
Essential
- Experience of routine office systems and detailed processes
- Experience of coordinating meetings, taking notes and formal minutes, and follow up
- Experience in supporting multi-disciplinary teams
Desirable
- Previous NHS administration experience
- Experience of Microsoft Teams and O365
Skills, Knowledge & Competencies
Essential
- Extensive organisational skills and competencies
- Highly organised and efficient, able to work effectively under pressure and produce quality work to deadlines
- Ability to coordinate meetings, including agenda, notes and actions
- Ability to manage and prioritise own workload, working without close supervision
Personal Qualities
Essential
- Enthusiastic, self-motivated and proactive approach to work
- Ability to work as part of a team and be a flexible and supportive colleague
- Ability to deal with challenges and adapt to change
Desirable
- Open to personal development and commitment to learning
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.
