Go back
NHS Lincolnshire Integrated Care Board

Administrator for the Maternity and Neonatal Programme Team

Information:

This job is now closed

Job summary

The post holder, based in Maternity and Neonatal Programme Team, will work with commissioners and providers across Lincolnshire to provide effective and efficient administrative support to the Maternity and Neonatal Programme team.

Main duties of the job

Administration of meetings within the Maternity and Neonatal Programme team including:

  • Organise and maintain diaries for the team.
  • Administrative duties for meetings:
    • take, produce and distribute minutes of meetings in a timely manner.
    • circulate agendas in a timely manner.
    • circulate corresponding reports and minutes of meetings within agreed timescales.
    • maintain membership log with guidance from the meeting Chair and support team.
  • Prioritising requests for meetings.
  • Assisting the support team with administration in arranging meetings and events :
    • allocating sufficient travel time.
    • distributing appropriate paperwork in a timely manner.
    • provide administrative assistance to the support team in the planning of events to ensure the best use of professional time.
    • providing/obtaining travel directions/maps and making arrangements for travel warrants/hotel accommodation, as necessary.
    • during meetings ensuring required equipment availability and hospitality needs are booked.
    • Provide administrative assistance to the support team with the facilitation of events as necessary, including preparation and circulation of papers/promotional materials, setting/clearing up on the day, greeting and ensuring needs of attendees are met.

About us

The Maternity and Neonatal Programme will drive forward the implementation in Lincolnshire of the Better Births review, including work to reduce the rate of stillbirths, neonatal and maternal deaths. Locally, a Lincolnshire Local Maternity System (LMNS) has been set up and the new Lincolnshire Maternity and Neonatal Programme Board has been developed to bring together providers, commissioners and service users of maternity services in the county. This mirrors national work to establish a Maternity and Neonatal Programme Board alongside a Maternity Transformation Council, to support the design and delivery of Better Births. The Lincolnshire Maternity and Neonatal Programme is focused on enabling women, babies and families to be able to access the care and support they want and, at the same time, enable NHS staff to support the delivery of this care, including our plans for implementation of the National Maternity Review: Better Births Recommendations.

Maternity and Neonatal Programme team responsibilities include:

  • Implementation of Better Births National Guidance.
  • Significant stakeholder engagement to develop and implement significant and sustainable change across Maternity and Paediatric services in Lincolnshire.
  • Population of project vision.

System-wide effectiveness through streamlining of current processes.

Details

Date posted

18 September 2023

Pay scheme

Agenda for change

Band

Band 3

Salary

£22,816 to £24,336 a year per annum

Contract

Permanent

Working pattern

Full-time, Part-time

Reference number

116-5548178

Job locations

Bridge House

16 Lions Way

Sleaford

NG34 8GG


Job description

Job responsibilities

To provide administrative assistance in the development and creation of a variety of Microsoft applications; and to ensure that data is kept continually updated, mainly excel.

Accurately produce, using typewriting/word-processing skills from audio or written draft reports, a variety of documents and reports using Microsoft Word, Excel, Powerpoint and Publisher. This may often mean working under pressure to meet agreed timescales and will include letters and emails which may contain sensitive and confidential patient information.

Assist the Project Support Officer in the production of specialist reports:-

  • Arrangements for printing and distribution to meet the required deadlines.
  • To contribute to the production of the annual report.

To provide administrative assistance to the support team, when required in the preparation and arrangement for appropriate authorisation of requisitions for equipment and services. To maintain a record of requisitions ordered and received.

To assist in maintaining and keeping up to date the online filing systems for the Team. To be always aware and work within the confines of confidentiality.

To undertake maintenance of administrative systems such as photocopying, e-mailing, thereby ensuring the smooth and efficient processing of all routine matters appertaining to the ICB.

Deal with in-coming and out-going mail appropriately:

  • Ensuring any outgoing mail is sent through appropriate methods e.g. internal or first class post.
  • Incoming mail distributed appropriate and timely. Any urgent mail highlighted as necessary in the absence of intended recipient.

Respond to telephone enquiries:

  • Deal with telephone calls in a professional and courteous manner, taking and forwarding messages accordingly.
  • Greeting and providing hospitality to visitors to the department.

At all times being aware of the need for confidentiality.

Direct/Indirect patient care

  • Incidental contact with patients.

Policy and Service Development

  • Follows administrative procedures for the ICB.
  • Contributes to development of, and implements, administrative/IT procedures for own area of work

Financial and physical resources

  • Responsible for the safe use and security of Directorate equipment
  • Maintains stationery/stock control

Human Resources

  • None

Information resources

  • Ensures data available and maintained in accurate and timely manner.
  • Take minutes, transcribe and type.

Research and Development

  • Participates in reviews/audits relevant to own areas of work/administration procedures.

Job description

Job responsibilities

To provide administrative assistance in the development and creation of a variety of Microsoft applications; and to ensure that data is kept continually updated, mainly excel.

Accurately produce, using typewriting/word-processing skills from audio or written draft reports, a variety of documents and reports using Microsoft Word, Excel, Powerpoint and Publisher. This may often mean working under pressure to meet agreed timescales and will include letters and emails which may contain sensitive and confidential patient information.

Assist the Project Support Officer in the production of specialist reports:-

  • Arrangements for printing and distribution to meet the required deadlines.
  • To contribute to the production of the annual report.

To provide administrative assistance to the support team, when required in the preparation and arrangement for appropriate authorisation of requisitions for equipment and services. To maintain a record of requisitions ordered and received.

To assist in maintaining and keeping up to date the online filing systems for the Team. To be always aware and work within the confines of confidentiality.

To undertake maintenance of administrative systems such as photocopying, e-mailing, thereby ensuring the smooth and efficient processing of all routine matters appertaining to the ICB.

Deal with in-coming and out-going mail appropriately:

  • Ensuring any outgoing mail is sent through appropriate methods e.g. internal or first class post.
  • Incoming mail distributed appropriate and timely. Any urgent mail highlighted as necessary in the absence of intended recipient.

Respond to telephone enquiries:

  • Deal with telephone calls in a professional and courteous manner, taking and forwarding messages accordingly.
  • Greeting and providing hospitality to visitors to the department.

At all times being aware of the need for confidentiality.

Direct/Indirect patient care

  • Incidental contact with patients.

Policy and Service Development

  • Follows administrative procedures for the ICB.
  • Contributes to development of, and implements, administrative/IT procedures for own area of work

Financial and physical resources

  • Responsible for the safe use and security of Directorate equipment
  • Maintains stationery/stock control

Human Resources

  • None

Information resources

  • Ensures data available and maintained in accurate and timely manner.
  • Take minutes, transcribe and type.

Research and Development

  • Participates in reviews/audits relevant to own areas of work/administration procedures.

Person Specification

Qualifications

Essential

  • NVQ level 3 Business and Administration or equivalent
  • ECDL or equivalent including basic knowledge of all MS Office packages - including Microsoft Office calendar for diary management

Desirable

  • Shorthand
  • Audio Typing Skills

Previous Experience

Essential

  • Experience of a full range of administrative procedures
  • Experience of working for a senior manager
  • Experience of arranging meetings and taking formal minutes

Desirable

  • Within an NHS environment

Evidence of Particular Knowledge / Skills / Aptitudes

Essential

  • Knowledge of confidentiality and data protection legislation
  • Proven interpersonal, verbal, and written skills.
  • knowledge of Office suite - Word, Excel, PowerPoint, Outlook, and Internet.
  • Ability to work on own initiative.
  • Ability to work under pressure and meet deadlines
  • Willingness to undertake continuous development.
  • Ability to work collaboratively within a team.
Person Specification

Qualifications

Essential

  • NVQ level 3 Business and Administration or equivalent
  • ECDL or equivalent including basic knowledge of all MS Office packages - including Microsoft Office calendar for diary management

Desirable

  • Shorthand
  • Audio Typing Skills

Previous Experience

Essential

  • Experience of a full range of administrative procedures
  • Experience of working for a senior manager
  • Experience of arranging meetings and taking formal minutes

Desirable

  • Within an NHS environment

Evidence of Particular Knowledge / Skills / Aptitudes

Essential

  • Knowledge of confidentiality and data protection legislation
  • Proven interpersonal, verbal, and written skills.
  • knowledge of Office suite - Word, Excel, PowerPoint, Outlook, and Internet.
  • Ability to work on own initiative.
  • Ability to work under pressure and meet deadlines
  • Willingness to undertake continuous development.
  • Ability to work collaboratively within a team.

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.

Employer details

Employer name

NHS Lincolnshire Integrated Care Board

Address

Bridge House

16 Lions Way

Sleaford

NG34 8GG


Employer's website

https://lincolnshire.icb.nhs.uk/ (Opens in a new tab)

Employer details

Employer name

NHS Lincolnshire Integrated Care Board

Address

Bridge House

16 Lions Way

Sleaford

NG34 8GG


Employer's website

https://lincolnshire.icb.nhs.uk/ (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Project Support Officer

Tracy Clinkscales

t.clinkscales@nhs.net

07812776435

Details

Date posted

18 September 2023

Pay scheme

Agenda for change

Band

Band 3

Salary

£22,816 to £24,336 a year per annum

Contract

Permanent

Working pattern

Full-time, Part-time

Reference number

116-5548178

Job locations

Bridge House

16 Lions Way

Sleaford

NG34 8GG


Supporting documents

Privacy notice

NHS Lincolnshire Integrated Care Board's privacy notice (opens in a new tab)