Job summary
NHS
Sussex ICB ambition is to create an inclusive working environment which
reflects our commitment to celebrate and promote diversity for all groups. We
are particularly under-represented in staff from Black, Asian, and Minority
Ethnic (BAME) and disabled communities and actively encourage and welcome
applications from these communities. Furthermore, we welcome applications
from reservists and ex-armed forces as we recognise the benefits of the values,
skills, training and experience that they bring to their work with us.
We
encourage all applicants to share their equality information with us
confidentially during the application process so that we can statistically
monitor how fair and equitable our recruitment process is and how well we are
reaching applicants from diverse communities and identify where we need to
improve. This information is removed before shortlisting.
NHS Sussex have
an exciting opportunity for an experienced administrative candidate to join the
Corporate Governance Committee Services team. Administrating all aspects of
Integrated Care Board meetings within an assigned portfolio, this role will
ensure that decision making, and assurance meetings of the organisation are
professionally serviced, enabling governance processes to run smoothly.
Main duties of the job
The post holder will provide high quality administrative
services for the effective functioning of the ICBs committee meetings. The post
holder will be responsible for the end-to-end administration and management of
meetings.
The successful candidate will be proactive and able to work
independently and as part of a team, have previous professional administrative
experience and ideally have experience of working in the NHS.
The post holder will act as the first point of contact for
any meetings related enquiries, the role is required to have expert knowledge
of the purpose and remit of the meetings within the assigned portfolio, and
more widely across the committees team, to support the effective functioning
of the ICBs committee meetings.
The post holder will input to reporting and analysis of
information to support delivery, and input to wider team projects and inform
planning and reporting. The post holder is a key member of the team whose
overarching goal is to enable, promote and support good governance and the
corporate decision making and assurance business of the ICB. In this context
they will be expected to build strong working relationships with the teams they
work most directly with.
About us
NHS Sussex ICB are
committed to enabling team members to work in an agile and flexible way. We
adopt a flexible first approach to working patterns. We empower our people to
work where, when, and how they choose with minimum constraints to support their
wellbeing to sustain good work life balance and to optimise performance and
delivery.
We celebrate
diversity and promote equal opportunities; we are committed to challenging and
eliminating racism and other forms of discrimination and advancing and
promoting equality of opportunity in the provision of services and creating an
inclusive environment for all employees. We believe that everyone has the right
to be treated with dignity and respect.
Flexible working
requests will be considered for all roles.
Agile working is
not just related to working from different locations or at different times. It
is about effectively utilising technology to improve work practices and to work
differently to increase our overall effectiveness to improve health outcomes for
our population.
Should you require
a reasonable adjustment to our recruitment process please contact the
Recruitment Team at scw.peopleresource@nhs.net to ensure that measures can be
put in place to support you.
NHS Sussex has
committed to achieving Net Zero Carbon emissions by 2045. As a member of staff
you will be encouraged and supported to implement new ways of working that will
help us achieve that goal.
Working for us -
Sussex Health and Care (ics.nhs.uk)
Job description
Job responsibilities
The post holder will provide high quality administrative services for the effective functioning of the ICBs committee meetings.
The post holder will be responsible for the end-to-end management of meetings including;
Management of the Corporate business calendar;
Meeting scheduling, planning and logistics;
Calling for papers, providing guidance and context for authors with a focus on enabling data-informed decision making;
Pulling declarations of interests for meeting attendees from the corporate system and including them in paper packs;
Collation and quality standard reviewing papers;
Distribution of papers;
Maintaining internal and external websites with relevant meetings information;
Set up and attendance at meetings;
Production of accurate and timely minutes;
Production of post meeting briefing and communications (to enable intelligent
feedback loops from decision makers to key staff and/ or partners;
Management of senior approval process for agendas, papers and post meeting briefings and communications;
Follow up, tracking of managing actions from meetings;
Maintaining comprehensive and accurate corporate records of meetings; and
Overall support to ensure meetings run professionally and smoothly.
The post holder will act as the first point of contact for any meetings related enquiries, the
role is required to have expert knowledge of the purpose and remit of the meetings within the assigned portfolio, and more widely across the committees team, to support the effective functioning of the ICBs committee meetings.
The post holder will input to reporting and analysis of information to support delivery, and input to wider team projects and inform planning and reporting.
The post holder is a key member of the team whose overarching goal is to enable, promote and support good governance and the corporate decision making and assurance business of the ICB. In this context they will be expected to build strong working relationships with the teams they work most directly with.
The post holder will be expected to use their own initiative, and proven excellent organisational and interpersonal skills, to facilitate the successful delivery of assignments and ensure that matters are dealt with efficiently and appropriately.
The job description is an outline of the tasks, responsibilities and outcomes required of the role, and the job specification is an outline of the skills, experience and qualities needed. The job holder will carry out any other duties as may reasonably be required by their line manager.
The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the Department and the Organisation.
Job description
Job responsibilities
The post holder will provide high quality administrative services for the effective functioning of the ICBs committee meetings.
The post holder will be responsible for the end-to-end management of meetings including;
Management of the Corporate business calendar;
Meeting scheduling, planning and logistics;
Calling for papers, providing guidance and context for authors with a focus on enabling data-informed decision making;
Pulling declarations of interests for meeting attendees from the corporate system and including them in paper packs;
Collation and quality standard reviewing papers;
Distribution of papers;
Maintaining internal and external websites with relevant meetings information;
Set up and attendance at meetings;
Production of accurate and timely minutes;
Production of post meeting briefing and communications (to enable intelligent
feedback loops from decision makers to key staff and/ or partners;
Management of senior approval process for agendas, papers and post meeting briefings and communications;
Follow up, tracking of managing actions from meetings;
Maintaining comprehensive and accurate corporate records of meetings; and
Overall support to ensure meetings run professionally and smoothly.
The post holder will act as the first point of contact for any meetings related enquiries, the
role is required to have expert knowledge of the purpose and remit of the meetings within the assigned portfolio, and more widely across the committees team, to support the effective functioning of the ICBs committee meetings.
The post holder will input to reporting and analysis of information to support delivery, and input to wider team projects and inform planning and reporting.
The post holder is a key member of the team whose overarching goal is to enable, promote and support good governance and the corporate decision making and assurance business of the ICB. In this context they will be expected to build strong working relationships with the teams they work most directly with.
The post holder will be expected to use their own initiative, and proven excellent organisational and interpersonal skills, to facilitate the successful delivery of assignments and ensure that matters are dealt with efficiently and appropriately.
The job description is an outline of the tasks, responsibilities and outcomes required of the role, and the job specification is an outline of the skills, experience and qualities needed. The job holder will carry out any other duties as may reasonably be required by their line manager.
The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the Department and the Organisation.
Person Specification
Qualifications
Essential
- Educated to degree level in relevant subject or
- equivalent level of experience of working at a similar
- level in specialist area
- Knowledge of administrative procedures, project
- management or information analysis
- Basic knowledge of project principles
- Previously worked in similar position within the public
- sector
Skills and Capabilities
Essential
- Skills for communication on complex information and administrative matters, requiring developed interpersonal and oral/ written communication skills.
- Ability to pull together comprehensive draft reports, data and letters. Negotiating, networking and persuasive skills.
- Problem solving skills and ability to respond to sudden unexpected demands.
- Excellent time management skills with the ability to reprioritise.
- Skills for manipulating information.
- Advanced keyboard skills, use of a range of software
- Commitment to equality, diversity and inclusion and an understanding of equal opportunities
Other
Essential
- Ability to work on own initiative and organise own workload with minimal supervision working to tight and often changing timescales
Experience
Essential
- Experience of supporting project management
- Experiencing of managing aspects of projects ensuring they meet financial targets
Person Specification
Qualifications
Essential
- Educated to degree level in relevant subject or
- equivalent level of experience of working at a similar
- level in specialist area
- Knowledge of administrative procedures, project
- management or information analysis
- Basic knowledge of project principles
- Previously worked in similar position within the public
- sector
Skills and Capabilities
Essential
- Skills for communication on complex information and administrative matters, requiring developed interpersonal and oral/ written communication skills.
- Ability to pull together comprehensive draft reports, data and letters. Negotiating, networking and persuasive skills.
- Problem solving skills and ability to respond to sudden unexpected demands.
- Excellent time management skills with the ability to reprioritise.
- Skills for manipulating information.
- Advanced keyboard skills, use of a range of software
- Commitment to equality, diversity and inclusion and an understanding of equal opportunities
Other
Essential
- Ability to work on own initiative and organise own workload with minimal supervision working to tight and often changing timescales
Experience
Essential
- Experience of supporting project management
- Experiencing of managing aspects of projects ensuring they meet financial targets
