Job summary
NHS Bristol, North Somerset and South Gloucestershire ICB are not a sponsoring organisation.
An opportunity has arisen for a Team Administrator to join our dynamic and dedicated Primary Care Development team in a fixed term role in BNSSG ICB.
The post is being offered on a fixed term part-time basis for 6 months as a 0.4 Whole Time Equivalent (0.4 WTE) post equating to 15 working hours a week. Flexible working arrangements will be considered to suit both the needs of the successful candidate and the needs of the organisation. Examples of this could include 15 hours across 2 x 7.5 hour days; 15 hours across 3 x 5 hour days.
The post is pivotal in supporting General Practice, Pharmacy, Optometry and Dental Services and this role plays a key part within the ICB Primary Care Development Team, providing high quality organisational and administrative support to members of the team. A few examples of the team's programmes of work include:
Oversight and delivery of plans to improve access to general practice for patients.
Supporting practices and Primary Care Networks to improve the health of the BNSSG population.
Implementing a strategy to improve access to dentistry for all patients and improving oral health for children.
Supporting the design of operating plans for activity, workforce and finance.
Please note, the vacancy may close prior to the closing date dependent on the volume of applications which are received.
Main duties of the job
The post holder will support the Primary Care Development Team, assisting with diary management, minute taking and meeting preparation and will work as part of an administrative team in delivering an effective and comprehensive administrative support service to the team, and as and when agreed more widely to the teams within the Directorate of Performance and Delivery.
This will include the forward planning and scheduling of meetings and events, preparation of agendas and all associated papers, booking rooms and any travel arrangements, coordinating diaries with other teams and partners admin teams, taking minutes, and updating and maintain action logs. The post holder will also support the Team by overseeing annual leave and other internal related requests such as ordering equipment, maintaining records and arranging team meetings. The post-holder will also be expected to provide project support for the team as appropriate and will support the team in preparing performance reports and improvement briefings.
The post-holder will primarily be based within the Primary Care Development Team and will also act as support to the Children's Services Team, when cross-cover arrangements are required.
About us
We are committed to creating an inclusive organisation that promotes and values diversity. We know from experience that different ideas, perspectives and backgrounds create a stronger, more creative workplace that helps us to deliver the best services. We welcome applications which represent the rich diversity of our community; from people of all ages, disabled people, all genders, people from ethnic minority groups, LGBTQ+ people, people with diverse gender identity and expression, people from all religions and beliefs and other diverse characteristics, and we have processes in place to ensure that all applications are treated fairly and consistently at every stage of the recruitment process.
Job description
Job responsibilities
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 Business Manager and teams by checking and sending invoices for payment. Ordering supplies and equipment as required.
Running and collating reports which may include reports to the Board and senior management as required.
Developing and maintaining effective electronic filing systems such as shared drives and online workspaces, to ensure that information is kept securely and is accessible to other members of the team.
Typing up of group discussions and interviews as necessary.
Working together with other administrators/PAs within the ICB to provide an effective network of communication including dealing with visitors to the base and being flexible to cover other administrators general duties.
Providing guidance and advice on relevant policies and procedures.
Recording and managing the records for all annual leave, sickness and other absences for the team, any issues with the senior managers.
Supporting the communications team to create and maintain briefings and information documents.
Supporting the team to organise events, including inviting attendees and coordinating requirements.
Job description
Job responsibilities
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 Business Manager and teams by checking and sending invoices for payment. Ordering supplies and equipment as required.
Running and collating reports which may include reports to the Board and senior management as required.
Developing and maintaining effective electronic filing systems such as shared drives and online workspaces, to ensure that information is kept securely and is accessible to other members of the team.
Typing up of group discussions and interviews as necessary.
Working together with other administrators/PAs within the ICB to provide an effective network of communication including dealing with visitors to the base and being flexible to cover other administrators general duties.
Providing guidance and advice on relevant policies and procedures.
Recording and managing the records for all annual leave, sickness and other absences for the team, any issues with the senior managers.
Supporting the communications team to create and maintain briefings and information documents.
Supporting the team to organise events, including inviting attendees and coordinating requirements.
Person Specification
Knowledge, Training and Experience
Essential
- Educated to NVQ 3 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.
- Significant administrative/ secretarial 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
Communication skills
Essential
- Clear communicator with excellent writing, data entry and presentation skills: capable of constructing and delivering clear information/ instructions to staff and service users
- Ability to work under pressure in a busy working environment and able to multi-task
- Effective team working
- Minute taking
Equality and Diversity
Essential
- Understanding of and commitment to the principles of equality diversity and inclusion.
Autonomy
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
Person Specification
Knowledge, Training and Experience
Essential
- Educated to NVQ 3 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.
- Significant administrative/ secretarial 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
Communication skills
Essential
- Clear communicator with excellent writing, data entry and presentation skills: capable of constructing and delivering clear information/ instructions to staff and service users
- Ability to work under pressure in a busy working environment and able to multi-task
- Effective team working
- Minute taking
Equality and Diversity
Essential
- Understanding of and commitment to the principles of equality diversity and inclusion.
Autonomy
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
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.
