Job summary
Interview date: 28 March 2024
The purpose of
this role is to work as part of a wider team to provide an effective and
flexible corporate administrative support function to the Chair, and
Independent Non-Executive Members (INEMs), Chief Executive, functional Executive
Directors, and the Director of Corporate Governance.
The corporate
administrative team will be critical to the effective administration of the
Integrated Care Board (ICB) Board, its Place and Assurance Committees.
Responsible for the Integrated Care Partnership (ICP) secretariat, System Leadership
Executive, ICB Operational Executive and Executive Team meetings, team members
will have wide and varied exposure to all aspects of corporate business.
Main duties of the job
Key
objectives of this role include:
- Work
with Business Coordinator Corporate to deliver the team workplan.
- Undertake
a broad range of business support activities, including PA, diary management
and meeting support to the Chief Executive, Executive Director and INEM teams.
- Support
the administration of the ICB Board and Sub-Committees; the ICP; the
Operational Executive and the System Leadership Executive.
- Oversee
the Corporate Single Point of Contact (SPOC) and will log and administer all
key corporate communications.
- Working
flexibly as part of the wider Corporate Governance team, support the Director
of Corporate Governance and Board Secretary in deliver effective and compliant
services and maintain business continuity.
About us
NHS South Yorkshire Integrated Care Board oversees health
and social care for a population of 1.4m people. Working through our four places, Barnsley, Doncaster, Rotherham, and Sheffield, we are building on the
strengths, capacity and knowledge of all those directly involved with our local
communities to deliver our four key aims of 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.
Our near 1,000 staff are committed to addressing the broader
health, public health, and social care needs of the population across South
Yorkshire through our values of One Team, Empowered and Innovative. We work as a key partner with the
Integrated Care Partnership (ICP) of health and care providers within the South
Yorkshire Integrated Care System (ICS) to collectively deliver health and care
services that meet the needs of the local population. In total there are 186 GP
practices in the region, 72,000 health and social care professionals working
across seven NHS trusts and four local authorities, and a further 6,000
voluntary, community and social enterprise sector (VCSE) organisations. We work
alongside all these colleagues through local councils, our VCSE
partners and other partners to address health inequalities and wider
determinants of health in South Yorkshire.
Job description
Job responsibilities
Some of the duties and responsibilities for this post includes:
- Operate in a highly political and sensitive environment.
- Communicate complex and sensitive information and issues, including briefings and reports to managers and project leads as appropriate.
- Act as administration lead for all incoming issues to Senior Managers and teams mailbox, dealing with these
- Handle significant quantities of confidential and sensitive information on behalf of the Senior Managers, always ensuring the appropriate degree of confidentially and discretion is adopted at all times.
- Planning and organisation
- Organise and manage documentation for meetings and events, including preparation of agendas and minutes of meetings, tracking actions and timeframes as appropriate.
- Ensure all attendees have been briefed and have the required documentation for all meetings/events.
- Organise and produce reports, papers, presentations, and other similar documentation in accordance with organisational timeframes.
- Provide effective diary management for Senior Managers and the team, ensuring that appointments are planned and coordinated, and run to schedule
- Organise and plan meetings and events as directed, including sending invitations, booking venues, making travel arrangements, arranging speakers and providing relevant papers and material. Provide high quality support to ensure they are managed and delivered effectively.
- Support team members to understand their individual priorities and work requirements
Job description
Job responsibilities
Some of the duties and responsibilities for this post includes:
- Operate in a highly political and sensitive environment.
- Communicate complex and sensitive information and issues, including briefings and reports to managers and project leads as appropriate.
- Act as administration lead for all incoming issues to Senior Managers and teams mailbox, dealing with these
- Handle significant quantities of confidential and sensitive information on behalf of the Senior Managers, always ensuring the appropriate degree of confidentially and discretion is adopted at all times.
- Planning and organisation
- Organise and manage documentation for meetings and events, including preparation of agendas and minutes of meetings, tracking actions and timeframes as appropriate.
- Ensure all attendees have been briefed and have the required documentation for all meetings/events.
- Organise and produce reports, papers, presentations, and other similar documentation in accordance with organisational timeframes.
- Provide effective diary management for Senior Managers and the team, ensuring that appointments are planned and coordinated, and run to schedule
- Organise and plan meetings and events as directed, including sending invitations, booking venues, making travel arrangements, arranging speakers and providing relevant papers and material. Provide high quality support to ensure they are managed and delivered effectively.
- Support team members to understand their individual priorities and work requirements
Person Specification
Qualifications
Essential
- Educated to degree level or equivalent in relevant subject or equivalent level of experience of working at a similar level in specialist area such as senior administration.
Attributes
Essential
- Commitment to continuing professional development.
- Consistently looks to improve what they do and seeks out innovation.
- Maintains effective working relationships at all levels and with staff in other offices.
- Commitment to and focused on quality, promoting high standards in all they do.
- Professional, calm and efficient manner.
- Works well with others, is positive and helpful, listens, involves, respects and learns from the contribution of others.
- Fosters good working relationships and values diversity and difference.
Experience
Essential
- Significant administrative/secretarial experience working in a large/busy team and with Director level stakeholders.
- Demonstrable experience dealing with sensitive and confidential information.
- Experience initiating and maintaining office systems.
Desirable
- Previous similar role in a healthcare or public sector environment.
- Experience project managing events or visits for senior officials.
- Experience in dealing with the public.
Skills and Competencies
Essential
- Advanced keyboard skills.
- Excellent planning and organising capabilities, with exceptional attention to detail.
- Excellent time management skills.
- Able to respond to changing demands and reprioritise when necessary.
- Good problem-solving skills.
- Excellent interpersonal and oral/written communication skills.
- Able to work on own initiative, organising and prioritising own and others workloads to changing and often tight deadlines.
- Willingness to adapt to change, and to develop services and systems to meet changing demands.
- Proven ability to respond to the unexpected and ability to make judgements around when to make decisions independently or when it may be appropriate to escalate.
- Able to undertake a diverse range of tasks at the same time.
- Able to maintain confidentiality and trust and an awareness of information governance requirements and data protection.
Desirable
- Ability to pull together comprehensive draft reports, data and letters.
Knowledge and Understanding
Essential
- Advanced knowledge of Microsoft software applications (outlook, word, excel and PowerPoint etc.)
Desirable
- Understanding of project management principles and /or experience working in a project environment.
Person Specification
Qualifications
Essential
- Educated to degree level or equivalent in relevant subject or equivalent level of experience of working at a similar level in specialist area such as senior administration.
Attributes
Essential
- Commitment to continuing professional development.
- Consistently looks to improve what they do and seeks out innovation.
- Maintains effective working relationships at all levels and with staff in other offices.
- Commitment to and focused on quality, promoting high standards in all they do.
- Professional, calm and efficient manner.
- Works well with others, is positive and helpful, listens, involves, respects and learns from the contribution of others.
- Fosters good working relationships and values diversity and difference.
Experience
Essential
- Significant administrative/secretarial experience working in a large/busy team and with Director level stakeholders.
- Demonstrable experience dealing with sensitive and confidential information.
- Experience initiating and maintaining office systems.
Desirable
- Previous similar role in a healthcare or public sector environment.
- Experience project managing events or visits for senior officials.
- Experience in dealing with the public.
Skills and Competencies
Essential
- Advanced keyboard skills.
- Excellent planning and organising capabilities, with exceptional attention to detail.
- Excellent time management skills.
- Able to respond to changing demands and reprioritise when necessary.
- Good problem-solving skills.
- Excellent interpersonal and oral/written communication skills.
- Able to work on own initiative, organising and prioritising own and others workloads to changing and often tight deadlines.
- Willingness to adapt to change, and to develop services and systems to meet changing demands.
- Proven ability to respond to the unexpected and ability to make judgements around when to make decisions independently or when it may be appropriate to escalate.
- Able to undertake a diverse range of tasks at the same time.
- Able to maintain confidentiality and trust and an awareness of information governance requirements and data protection.
Desirable
- Ability to pull together comprehensive draft reports, data and letters.
Knowledge and Understanding
Essential
- Advanced knowledge of Microsoft software applications (outlook, word, excel and PowerPoint etc.)
Desirable
- Understanding of project management principles and /or experience working in a project environment.