Job summary
An exciting opportunity has
arisen for the right individual to join the Black Country ICB Strategic
Planning Team as the Planning Officer.
The
successful candidate will be responsible for supporting the Strategic Planning Team with the management of projects, gathering information and updating project documentation, general administration and
undertaking enquires as and when required for the team.
A key part of the role will be
the ability to build and maintain good working relationships with a broad range
of stakeholders across the system, communicating effectively and working in a highly organised manner.
For further details, please see the associated Job
Description and Person Specification.
Applicants
are advised to apply early as if a large number of applications are received
for this post we reserve the right to close the vacancy prior to the advertised
date.
Note: there has been fraudulent activity so please ensure you check the sender which will only be sent from bcicb.recruitment.workforce@nhs.net
Main duties of the job
- Providing administrative support to the team, and servicing key planning meetings including formal minute taking
- Maintaining effective filing systems to ensure information is secure and accessible, in line with relevant IT policies
- Collecting information across workstreams in relation to performance reporting and oversight of operational delivery
- Updating planning project plans/key documents relating to planning
- Coordinating/ oversight of submission of planning returns within the set deadlines
- Ensuring all urgent/confidential communications are distributed to/from relevant parties in a timely manner
- Central contact point for the team, dealing with enqueries as needed
Job description/person specification contains further detail
About us
The Black Country Integrated Care Board (ICB) is a statutory NHS
organisation responsible for developing a plan for meeting the health needs of
1.26 million people in the Black Country. We manage the NHS budget for
the area (Dudley, Sandwell, Walsall and Wolverhampton) and we are
responsible for planning and buying Primary Medical Services (GPs), dental,
optometry and pharmacy services.
Working for the ICB means you are making
a difference to the lives and health of people in the Black Country.
We are part of the Black Country Integrated Care System (ICS),
known as Healthier Futures, which is a partnership of organisations working
together to bring health and social care services closer together for the good
of our communities. We support the ICS vision for a healthier place with
healthier people and healthier futures.
The ICB has five core values that underpin the
way we work and help to guide our actions and the decisions we make for local
people and communities. These are compassion, inclusivity, integrity,
fairness and trust.
We are an equal opportunities employer who actively supports and
encourages increasing the diversity of our employees, and welcome applications
from people with transferable skills gained through experience across the full
range of health and social care settings.
We are also a bronze award holder under the Defence Employer
Recognition Scheme (ERS). The ERS recognises commitment and support from UK
employers for defence personnel.
Job description
Job responsibilities
Provide specialist project management, secretarial and
administration support and advice to the strategic planning directorate by:
- Working
with all team members in the collection of information for performance
reporting on relevant team projects. This will involve motivating and
negotiating with team members and wider ICB colleagues to ensure the provision
and receipt of complex information that meets the expectations of the Senior
Specialist Planning Manager.
- Collating,
adjusting and updating the detail of multiple project plans.
- Liaising
with the system-wide Single Point of Contact (SPOC) in co-ordination and
submission of planning returns, adjusting plans/ advice to team members and
wider ICB colleagues on submission deadlines and their subsequent revisions.
- Organising,
planning and co-ordinating multi-disciplinary events for a range of
stakeholders as necessary and production/provision of supporting information.
- Inputting,
monitoring and checking data, required for finite and ongoing projects within
the teams, analysing returns for completeness and accuracy and resolving
shortfalls with data providers.
- Ensuring
all urgent and/or confidential communications are received and distributed
from/to relevant parties in a timely manner.
- Acting
as a point of contact for teams, communicating effectively and dealing with and
responding effectively to what are sometimes complex queries from stakeholders,
making judgements about the right course of action to take, passing on relevant
information to appropriate team members sensitively and autonomously.
- Supplying
the relevant information required for financial management, supporting the team
by raising orders, checking and sending invoices for payment.
- Collating
information and producing reports which may include reports to the Governing
Body 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 and
wider colleagues in line with IT policies.
- To
provide administrative support, including when appropriate support to all team
members to support a range of department initiatives.
- Managing
the electronic diary for the department and team members, including arranging
and changing appointments, prioritising as appropriate.
- Facilitating
meetings; preparing agendas, taking formal committee minutes and distributing
notes of meetings including typing up of group discussions and interviews as
necessary.
- Providing
guidance and advice on relevant policies and procedures.
- To
carry out other appropriate delegated duties as required.
- Undertaking
basic online research to organise and collate a range of information from
different sources in a logical, structured manner.
Job description
Job responsibilities
Provide specialist project management, secretarial and
administration support and advice to the strategic planning directorate by:
- Working
with all team members in the collection of information for performance
reporting on relevant team projects. This will involve motivating and
negotiating with team members and wider ICB colleagues to ensure the provision
and receipt of complex information that meets the expectations of the Senior
Specialist Planning Manager.
- Collating,
adjusting and updating the detail of multiple project plans.
- Liaising
with the system-wide Single Point of Contact (SPOC) in co-ordination and
submission of planning returns, adjusting plans/ advice to team members and
wider ICB colleagues on submission deadlines and their subsequent revisions.
- Organising,
planning and co-ordinating multi-disciplinary events for a range of
stakeholders as necessary and production/provision of supporting information.
- Inputting,
monitoring and checking data, required for finite and ongoing projects within
the teams, analysing returns for completeness and accuracy and resolving
shortfalls with data providers.
- Ensuring
all urgent and/or confidential communications are received and distributed
from/to relevant parties in a timely manner.
- Acting
as a point of contact for teams, communicating effectively and dealing with and
responding effectively to what are sometimes complex queries from stakeholders,
making judgements about the right course of action to take, passing on relevant
information to appropriate team members sensitively and autonomously.
- Supplying
the relevant information required for financial management, supporting the team
by raising orders, checking and sending invoices for payment.
- Collating
information and producing reports which may include reports to the Governing
Body 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 and
wider colleagues in line with IT policies.
- To
provide administrative support, including when appropriate support to all team
members to support a range of department initiatives.
- Managing
the electronic diary for the department and team members, including arranging
and changing appointments, prioritising as appropriate.
- Facilitating
meetings; preparing agendas, taking formal committee minutes and distributing
notes of meetings including typing up of group discussions and interviews as
necessary.
- Providing
guidance and advice on relevant policies and procedures.
- To
carry out other appropriate delegated duties as required.
- Undertaking
basic online research to organise and collate a range of information from
different sources in a logical, structured manner.
Person Specification
Skills and Knowledge
Essential
- Clear communicator with excellent writing, data entry and presentation skills: capable of constructing and delivering clear information/ instructions to colleagues
- Good interpersonal and relationship building skills
- Ability to work under pressure in a busy working environment and able to multi-task, using prioritisation skills
- Effective team working within the team and across wider ICB teams, and senior management team
- Effective meeting organisation skills including minute taking and coordination across departments
- Excellent time management to deliver outcomes to tight deadlines
- Understanding of Confidentiality and Data Protection Act.
- Knowledge of IT systems and software programmes including all Office 365 applications good keyboard skills.
- Able to work on own initiative, organising and prioritising own and others workloads to changing and often tight deadlines
Experience
Essential
- Significant administrative/ secretarial experience including initiating and maintaining office systems, organising events and facilitating meetings
- Demonstrable experience in dealing with the public, and dealing with sensitive and confidential information
- Experience of supporting the management of projects, including collating information and reporting progress
Qualifications
Essential
- Educated to NVQ level 3 in a relevant subject or equivalent level of qualification, or significant equivalent previous proven experience
- Knowledge of administrative procedures, specialised IT systems and project management skills
- Relevant training undertaken, acquired through formal training or experience to diploma level or equivalent
Person Specification
Skills and Knowledge
Essential
- Clear communicator with excellent writing, data entry and presentation skills: capable of constructing and delivering clear information/ instructions to colleagues
- Good interpersonal and relationship building skills
- Ability to work under pressure in a busy working environment and able to multi-task, using prioritisation skills
- Effective team working within the team and across wider ICB teams, and senior management team
- Effective meeting organisation skills including minute taking and coordination across departments
- Excellent time management to deliver outcomes to tight deadlines
- Understanding of Confidentiality and Data Protection Act.
- Knowledge of IT systems and software programmes including all Office 365 applications good keyboard skills.
- Able to work on own initiative, organising and prioritising own and others workloads to changing and often tight deadlines
Experience
Essential
- Significant administrative/ secretarial experience including initiating and maintaining office systems, organising events and facilitating meetings
- Demonstrable experience in dealing with the public, and dealing with sensitive and confidential information
- Experience of supporting the management of projects, including collating information and reporting progress
Qualifications
Essential
- Educated to NVQ level 3 in a relevant subject or equivalent level of qualification, or significant equivalent previous proven experience
- Knowledge of administrative procedures, specialised IT systems and project management skills
- Relevant training undertaken, acquired through formal training or experience to diploma level or equivalent
