Job summary
As Contract Support Officer, the post holder will work as part of a dynamic team in delivering an effective service supporting managers and staff across the Integrated Care Boards (ICB) footprints.
The post holder will work as part of a dynamic team in delivering an effective service supporting managers and staff across the locality to commission/transform services. In particular, the post holder will provide and coordinate administrative services; including for example, the preparation of agendas and taking appropriate follow-up action as required. Supporting the team with the management of projects and gathering information.
Main duties of the job
The postholder will provide business support functions to the team responsible for the management of a portfolio of contracts across medical, pharmacy, optometry and dental services within the East Midlands.
The postholder will also provide business support services to other areas of the commissioning function as required.
The post holder will contribute to the relevant commissioning team to ensure that statutory, regulatory, and NHS requirements are met.
The post is responsible for providing professional expertise to the outcome of the business processes for the direct commissioning.
There may be a requirement to work flexibly across the direct commissioning functional areas and the East Midlands Region.
About us
NHS Nottingham and Nottinghamshire Integrated Care Board (ICB) is a strategic component of the Integrated Care System (ICS) across Nottingham and Nottinghamshire. We were formed with the intention to improve population health and collaborate with local partners (NHS, Local Authority and Third Sector) to deliver high quality health and social care provision to our local population.
We have accountability for the system delivery of the ICS' priorities such as improving outcomes in population health and healthcare, tackling inequalities in outcomes, experience, and access, enhancing productivity and value for money, and helping the NHS support broader social and economic development.
We seek to improve the patient experience and are committed at looking at innovative ways we can improve care and offer access and choice to our patients. Patients are at the heart of everything we do and it's important that they are involved not just in decisions about their individual care, but also in the decisions that shape the health services delivered locally. In conjunction, with patient experience and the growing demands of our population; we are facing significant financial challenge. We are required to reduce expenditure to sustainable levels (ICS 5-year strategic plan).
The ambitions are great, but so are the opportunities to be part of our new and evolving organisation, to make positive impactful change to the health and social care agenda across Nottingham and Nottinghamshire.
Job description
Job responsibilities
To support the organisations ways of working, model its values and champion the NHS Constitution.
Provide secretarial/ and or administration support and advice to the teams and/or Sector to support a number of initiatives by:
- Taking telephone calls for others in the department when they are out and expected to use their initiative when dealing with phone calls and messages.
- Undertaking all administrative duties such as photocopying and sorting and prioritising mail and e-mail where required. Distributing as appropriate.
- Sorting and prioritising all incoming mail and e-mail, distributing as appropriate.
- Managing the electronic diary for the department, including arranging and changing appointments, prioritising these as appropriate.
- Ensure all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner.
- Organising and planning events as directed, providing all necessary supporting in local materials.
- Supporting teams in project management and participating in department events.
- Required to input, monitor and check data produced and required for on-going programmes and projects.
- Working with all team members in the collection of information for performance reporting on relevant team projects.
- Acting as a point of contact for teams, dealing and responding effectively with complex queries from stakeholders and passing on relevant information to appropriate team members sensitively and autonomously.
- Supplying the relevant information required for financial management, supporting the head of department and teams by checking and sending invoices for payment. Responsible for ordering stationery and consumables for the department, ensuring they are kept securely.
- Running and collating reports which may include reports to the Board and senior management as required.
- Developing and maintaining effective electronic and paper filing systems, to ensure that information is kept securely and is accessible to other members of the team.
- Preparing agendas, taking minutes and distributing notes of meetings including typing up group discussions and interviews as necessary.
- Supervises staff in day to day activities as directed, allocating and checking work as necessary.
- Working together with other administrators/PAs across the organisations to provide an effective network of communication including dealing with visitors to the base and being flexible to cover other administrators general duties on the base.
- Providing guidance and advice on relevant policies and procedures.
- Participate in Research and Development activities when required and as directed.
- To carry out other appropriate delegated duties as required.
Job description
Job responsibilities
To support the organisations ways of working, model its values and champion the NHS Constitution.
Provide secretarial/ and or administration support and advice to the teams and/or Sector to support a number of initiatives by:
- Taking telephone calls for others in the department when they are out and expected to use their initiative when dealing with phone calls and messages.
- Undertaking all administrative duties such as photocopying and sorting and prioritising mail and e-mail where required. Distributing as appropriate.
- Sorting and prioritising all incoming mail and e-mail, distributing as appropriate.
- Managing the electronic diary for the department, including arranging and changing appointments, prioritising these as appropriate.
- Ensure all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner.
- Organising and planning events as directed, providing all necessary supporting in local materials.
- Supporting teams in project management and participating in department events.
- Required to input, monitor and check data produced and required for on-going programmes and projects.
- Working with all team members in the collection of information for performance reporting on relevant team projects.
- Acting as a point of contact for teams, dealing and responding effectively with complex queries from stakeholders and passing on relevant information to appropriate team members sensitively and autonomously.
- Supplying the relevant information required for financial management, supporting the head of department and teams by checking and sending invoices for payment. Responsible for ordering stationery and consumables for the department, ensuring they are kept securely.
- Running and collating reports which may include reports to the Board and senior management as required.
- Developing and maintaining effective electronic and paper filing systems, to ensure that information is kept securely and is accessible to other members of the team.
- Preparing agendas, taking minutes and distributing notes of meetings including typing up group discussions and interviews as necessary.
- Supervises staff in day to day activities as directed, allocating and checking work as necessary.
- Working together with other administrators/PAs across the organisations to provide an effective network of communication including dealing with visitors to the base and being flexible to cover other administrators general duties on the base.
- Providing guidance and advice on relevant policies and procedures.
- Participate in Research and Development activities when required and as directed.
- To carry out other appropriate delegated duties as required.
Person Specification
Qualifications
Essential
- Educated to NVQ 4 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.
Knowledge and Experience
Essential
- Significant administrative experience including initiating and maintaining office systems
- Demonstrable experience in dealing with the public and dealing with sensitive and confidential information
- Intermediate knowledge of IT systems and software programmes such as Outlook, Word, Excel, PowerPoint and Access
- Understanding of Confidentiality and Data Protection Act
- Knowledge of NHS issues
Desirable
- Knowledge of NHS administration processes, project support and information analysis
- Knowledge of NHS primary care services
Skills and Capabilities
Essential
- Used to working in a fast paced environment, managing competing priorities, working to tight deadlines and be proactive
- Have excellent administrative and organisational skills, pay strong attention to detail and be able to provide high level administrative support
- Co-ordinating and facilitating meetings, either face to face or via virtual facilities, preparing and distributing meeting papers and agendas and taking appropriate follow up actions as required
- Confident in dealing with a range of people including clinical and non clinical leaders and senior stakeholders
- Ability to pull together data requests and reports as required
Communication Skills
Essential
- Clear communicator with excellent writing, data entry and presentation skills; capable of constructing and delivering clear information/instructions to staff and providers
- Effective team working
Autonomy/Freedom to Act
Essential
- Ability to work without supervision. Able to work on own initiative, organising and prioritising own and others workloads to changing and often tight deadlines
Values and Behaviours
Essential
- Commitment to and focused on quality, promotes high standards in all they do
- Able to make a connection between their work and the benefit to patients and the public
- Consistently thinks about how their work can help and support clinicians and frontline staff deliver better outcomes for patients
- Values diversity and difference, operates with integrity and openness
- Works well with others, is positive and helpful, listens, involves, respects and learns from the contribution of others
- Consistently looks to improve what they do, looks for successful tried and tested ways of working, and also seeks out innovation
- Actively develops themselves and supports others to do the same
Equality, Diversity and Inclusion
Essential
- Understanding of and commitment to equality of opportunity and good working relationships
Other
Essential
- An ability to maintain confidentiality and trust and an awareness of information governance requirements and data protection
- Professional, calm and efficient manner
- Commitment to continuing professional development
Person Specification
Qualifications
Essential
- Educated to NVQ 4 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.
Knowledge and Experience
Essential
- Significant administrative experience including initiating and maintaining office systems
- Demonstrable experience in dealing with the public and dealing with sensitive and confidential information
- Intermediate knowledge of IT systems and software programmes such as Outlook, Word, Excel, PowerPoint and Access
- Understanding of Confidentiality and Data Protection Act
- Knowledge of NHS issues
Desirable
- Knowledge of NHS administration processes, project support and information analysis
- Knowledge of NHS primary care services
Skills and Capabilities
Essential
- Used to working in a fast paced environment, managing competing priorities, working to tight deadlines and be proactive
- Have excellent administrative and organisational skills, pay strong attention to detail and be able to provide high level administrative support
- Co-ordinating and facilitating meetings, either face to face or via virtual facilities, preparing and distributing meeting papers and agendas and taking appropriate follow up actions as required
- Confident in dealing with a range of people including clinical and non clinical leaders and senior stakeholders
- Ability to pull together data requests and reports as required
Communication Skills
Essential
- Clear communicator with excellent writing, data entry and presentation skills; capable of constructing and delivering clear information/instructions to staff and providers
- Effective team working
Autonomy/Freedom to Act
Essential
- Ability to work without supervision. Able to work on own initiative, organising and prioritising own and others workloads to changing and often tight deadlines
Values and Behaviours
Essential
- Commitment to and focused on quality, promotes high standards in all they do
- Able to make a connection between their work and the benefit to patients and the public
- Consistently thinks about how their work can help and support clinicians and frontline staff deliver better outcomes for patients
- Values diversity and difference, operates with integrity and openness
- Works well with others, is positive and helpful, listens, involves, respects and learns from the contribution of others
- Consistently looks to improve what they do, looks for successful tried and tested ways of working, and also seeks out innovation
- Actively develops themselves and supports others to do the same
Equality, Diversity and Inclusion
Essential
- Understanding of and commitment to equality of opportunity and good working relationships
Other
Essential
- An ability to maintain confidentiality and trust and an awareness of information governance requirements and data protection
- Professional, calm and efficient manner
- Commitment to continuing professional development
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.
