Job summary
Are you looking to gain experience, working with different
partner organisations in our health and care system and working within a team
that is creative and innovative within a work environment that is fast paced
and diverse?
This is an important role within our team, one which often
provides the key contact with partners and stakeholders, supports all team
administration including busy diary management and enables the smooth day to
day running of projects, meetings and events.
We are looking for someone with excellent organisational and
people skills, able to juggle different priorities and someone who has the
ability to build relationships and rapport with different partners across our
system.
In return, youll be working for a small and friendly team
which is part of NHS Somerset and within the People and Culture Directorate. We
place a high value on personal development and there will be opportunities to
shadow and learn from other team members and indeed from those across NHS
Somerset and other system partners
The team regularly work from other sites across the health
and care system including County Hall in Taunton and at our base at Wynford
House in Yeovil as well as being able to work from home part of the working
week (depending on diary commitments)
Closing date: Sunday 15th October
Shortlisting date: Monday 16th October
Interviews week beginning 30th October
Main duties of the job
Please refer to the job description and person specification
for more detail. In summary, in this role you will:
Provide the administration for the
ICS Workforce Team and provide occasional help to the wider HR Team. This
involves using Outlook, Excel, Word including drawing organigrams, putting data
into charts etc
Carry out the organisation of
meetings across the system, prepare agendas, attend, and minute some of them,
including the Somerset System People Delivery Group and extraordinary workshops
and meetings.
Coordinate
the booking of internal and external meeting spaces for the team
Provide the support with adhoc work
when required with projects under the supervision of team members.
Represent
the team as a Cyber Security Champion.
Represent the team on the Microsoft
Office 365 Champions Forum which involves piloting new applications and
providing feedback to the digital team
Help the team
with IT queries, sharing training and Office 365 updates when relevant.
Order New
Starter kit, email log ins, passes, ID badges etc.
Help with
arrangements for interviews as and when they arise.
Act as the key point of contact for
generic team enquiries/signposting colleagues across the system.
Hold and
keep accurate a directory of all members for our ICS-led meetings.
About us
NHS Somerset
Integrated Care Board (ICB), known as NHS Somerset is the statutory NHS
organisation responsible for implementing a health and care strategy developed
by the Integrated Care Partnership.
NHS
Somerset consists of approx. 300 staff, across 8 directorates, with multiple
teams within each directorate.
We
encourage applications from people of all backgrounds and welcome applications
from underrepresented groups. When recruiting, we are committed to equality of
opportunity for all. We believe that the best organisations are those that
reflect the communities they serve.
We
offer flexible working from your first day of employment and we also have an
agile approach to home / office-based working. Please note however, that you
will be required to work from our HQ, Wynford House in Yeovil for 2/3 days per
week and that elements of the role may require you to travel to other locations
across Somerset, to attend in-person meetings and meet the needs of the
service. Please consider this before applying.
Job
Share and Secondment opportunities will be considered. If you are seeking an internal or external secondment, please seek
advice from your HR teamandyou must also obtain your current line
manager's permission to be released on secondment before applying, to avoid
disappointment.
We
also offer an excellent pension scheme and generous annual leave entitlement.
Please
read the attached documents / visit the links listed before applying.
Thank
you for your interest.
Job description
Job responsibilities
Purpose
of the role
The STPSomersets Sustainability and Transformation Partnership
(STP) is a collaborative partnership that has identified local strategic and operational
priorities for the countys health and social care services for the next five
years. A Somerset STP Plan has been produced which focuses on improving the
efficiency and performance across the Somerset system with the main outcomes
of improving the health of our population and the sustainability of the local
care system. The plan also enables the delivery of the aspirations contained
within the GP Five Year Forward View.The STP plan describes a far more collaborative health and
social care system, in which providers are incentivised to deliver the best
possible outcomes for the citizens of Somerset with a focus on prevention,
community-based care (including primary care) and a review of in-hospital
services.The Somerset STP includes the following partner
organisations:
Somerset Clinical Commissioning Group
Somerset County Council
Somerset NHS Foundation Trust
Yeovil District Hospital NHS Foundation TrustA Long Term Plan (LTP) has been produced in Somerset by all
STP partners which sets out the key workforce priorities until 2022 and will be
the key vehicle for delivery for the Somerset STP workforce programmeJob Purpose:The post holder will be responsible for supporting all
elements of the Somerset STP workforce programme/LTP and providing supportive
administration for the managers and leads within the Workforce Programme Team.This may include organising workshops, conferences,
meetings and events; maintaining and managing distribution lists; accurately
recording information and actions from sensitive and complex meetings;
maintaining and managing project records, key documents and databases;
providing relevant updates/reports and other proactive communications, whilst
at all times maintaining good relationships with colleagues across the Somerset
health and social care system.Duties
and ResponsibilitiesCommunication and Key Working Relationships
Initiate communications and respond to enquiries relating
to the STP workforce programme in a confident, helpful and proactive manner
face to face, by telephone or email with internal stakeholders from the
organisations across Somerset including trade unions, as well as external
stakeholders, e.g. voluntary sector,patient and public involvement groups and
national bodies.
Communicate and receive complex, sensitive information,
both written and verbal, across the multi-disciplinary team and external
organisations, maintaining confidentiality at all times.
Work with project leads and administrators within the STP
and the STP Programme Management Office (PMO) to ensure project administration
delivered effectively.
Act as an ambassador for the workforce programme,
maintaining good relationships with staff and teams across the footprint.
Produce and maintain high quality documents, plans and
simple databases using Word, Excel and PowerPointPlanning
and Organisation
Provide reliable and consistent administrative and
programme support to the STP Workforce Programme Team and associated groups,
prioritising workload and dealing with or referring enquires as appropriate and
ensuring the smooth and efficient running of the office and always maintaining
confidentiality.
Plan and organise meetings, events, conferences and
workshops, and the associated booking of venues.
Carry out general office administration, maintenance of
electronic filing systems and record keeping and to formulate straightforward
responses in support of the Workforce Programme.
Produce monitoring reports/returns to Health Education
England, NHSE/I and other bodies as required.Responsibility
for Patient / Client Care, Treatment & Therapy
NonePolicy,
Service, Research & Development Responsibility
May be required to undertake simple desktop research under
the direction of the managers of the Workforce Programme TeamResponsibility
for Finance, Equipment & Other Resources
Order/receipt stationery and other office supplies
Raise orders and process invoices as required for work
commissioned within the workforce programme.
Maintain staff records as required, e.g. leave/ absence
records.Responsibility
for Supervision, Leadership & Management
No formal supervisory responsibilities are included within
the duties of this post
Work under own initiative managing prioritising own
workload to deliver agreed objectives.
Review own skills and level of performance whilst seeking
out opportunities to learn new skills that will enhance capability.
Provide support and training to other administrative staff
as needed Information
Resources & Administrative Duties
Maintain and manage reliable information and scheduling
using a range of Microsoft applications, for example, Outlook, Word,
SharePoint, Excel
Prepare agendas and collate and distribute papers for the
Workforce Programme Board and relevant subgroups/project groups and other
meetings as required.
Extract and summarise relevant decisions and actions from
the Workforce Programme Board and other key meetings.
Manage and bring forward documents and papers as required
for meetings/workshops and devise systems to facilitate recall as necessary.
Undertake minor project work as needed, initiating the
project, keeping to timelines and preparing summary reports.
Maintain confidentiality and discretion and comply with the
terms of the Data Protection Act and local policies at all times.Review
of this Job DescriptionThis job description is intended as an outline indicator of
general areas of activity and will be amended in the light of changing service
needs. This job description is to be reviewed in conjunction with the post
holder on an annual basis.General
InformationAt all times promote and maintain the safety of children by
working according the Trust's Child Protection Policy and supporting guidance.
Being pro-active and responsive to child protection concerns by early
reporting, recording and referral of issues according to Trust arrangements.
Attending child protection training that is appropriate to your role.ConfidentialityThe post holder will maintain appropriate confidentiality
of information relating to commercially sensitive matters in regard to Trust
business, and also to personal information relating to members of staff and
patients. The post holder will be expected to comply with all aspects of the
Data Protection Act (1998), the Staff Code of Confidentiality and the IT
Security and Acceptable Use Policy.Equality
& DiversitySomerset NHS Foundation Trust is committed to achieving
equality of opportunity for all staff and for those who access services. You
must work in accordance with equal opportunity policies/procedures and promote
the equality and diversity agenda of the Trust.SafeguardingAll employees have a duty for safeguarding and promoting
the welfare of children and vulnerable adults. Staff must be aware of the
Trusts procedure for raising concerns about the welfare of anyone with whom
they have contact.Risk
Management / Health and SafetyEmployees must be aware of the responsibilities placed on
them under the Health & Safety at Work Act 1974, ensure that agreed safety
procedures are carried out and maintain a safe environment for employees,
patients and visitors.Records
ManagementThe post holder has responsibility for the timely and
accurate creation, maintenance and storage of records in accordance with Trust
policy, including email documents and with regard to the Data Protection Act,
The Freedom of Information Act and any other relevant statutory requirements.Clinical
GovernanceThe post holder will be expected to participate in clinical
governance activities to assist the Trust to provide high quality services.Prevention
and Control of Healthcare Associated InfectionThe post holder is expected to comply with Trust Infection
Control Policies and conduct themselves at all times in such a manner as to
minimise the risk of healthcare associated infection.SmokingThe Trust operates a non-smoking policy. Employees are
not permitted to smoke anywhere within the premises of the Trust or when
outside on official business.Policies
& ProceduresTrust employees are expected to follow Trust policies,
procedures and guidance as well as professional standards and guidelines.
Copies of Trust policies can be accessed via the staff intranet or external
website or via your manager.Sustainability
Clause
Somerset NHS Foundation Trust is committed to creating a
sustainable business. Staff employed by the Trust, are required to think about
their actions in the course of their work and make positive steps to reducing,
reusing and recycling wherever and whenever possible.
Job description
Job responsibilities
Purpose
of the role
The STPSomersets Sustainability and Transformation Partnership
(STP) is a collaborative partnership that has identified local strategic and operational
priorities for the countys health and social care services for the next five
years. A Somerset STP Plan has been produced which focuses on improving the
efficiency and performance across the Somerset system with the main outcomes
of improving the health of our population and the sustainability of the local
care system. The plan also enables the delivery of the aspirations contained
within the GP Five Year Forward View.The STP plan describes a far more collaborative health and
social care system, in which providers are incentivised to deliver the best
possible outcomes for the citizens of Somerset with a focus on prevention,
community-based care (including primary care) and a review of in-hospital
services.The Somerset STP includes the following partner
organisations:
Somerset Clinical Commissioning Group
Somerset County Council
Somerset NHS Foundation Trust
Yeovil District Hospital NHS Foundation TrustA Long Term Plan (LTP) has been produced in Somerset by all
STP partners which sets out the key workforce priorities until 2022 and will be
the key vehicle for delivery for the Somerset STP workforce programmeJob Purpose:The post holder will be responsible for supporting all
elements of the Somerset STP workforce programme/LTP and providing supportive
administration for the managers and leads within the Workforce Programme Team.This may include organising workshops, conferences,
meetings and events; maintaining and managing distribution lists; accurately
recording information and actions from sensitive and complex meetings;
maintaining and managing project records, key documents and databases;
providing relevant updates/reports and other proactive communications, whilst
at all times maintaining good relationships with colleagues across the Somerset
health and social care system.Duties
and ResponsibilitiesCommunication and Key Working Relationships
Initiate communications and respond to enquiries relating
to the STP workforce programme in a confident, helpful and proactive manner
face to face, by telephone or email with internal stakeholders from the
organisations across Somerset including trade unions, as well as external
stakeholders, e.g. voluntary sector,patient and public involvement groups and
national bodies.
Communicate and receive complex, sensitive information,
both written and verbal, across the multi-disciplinary team and external
organisations, maintaining confidentiality at all times.
Work with project leads and administrators within the STP
and the STP Programme Management Office (PMO) to ensure project administration
delivered effectively.
Act as an ambassador for the workforce programme,
maintaining good relationships with staff and teams across the footprint.
Produce and maintain high quality documents, plans and
simple databases using Word, Excel and PowerPointPlanning
and Organisation
Provide reliable and consistent administrative and
programme support to the STP Workforce Programme Team and associated groups,
prioritising workload and dealing with or referring enquires as appropriate and
ensuring the smooth and efficient running of the office and always maintaining
confidentiality.
Plan and organise meetings, events, conferences and
workshops, and the associated booking of venues.
Carry out general office administration, maintenance of
electronic filing systems and record keeping and to formulate straightforward
responses in support of the Workforce Programme.
Produce monitoring reports/returns to Health Education
England, NHSE/I and other bodies as required.Responsibility
for Patient / Client Care, Treatment & Therapy
NonePolicy,
Service, Research & Development Responsibility
May be required to undertake simple desktop research under
the direction of the managers of the Workforce Programme TeamResponsibility
for Finance, Equipment & Other Resources
Order/receipt stationery and other office supplies
Raise orders and process invoices as required for work
commissioned within the workforce programme.
Maintain staff records as required, e.g. leave/ absence
records.Responsibility
for Supervision, Leadership & Management
No formal supervisory responsibilities are included within
the duties of this post
Work under own initiative managing prioritising own
workload to deliver agreed objectives.
Review own skills and level of performance whilst seeking
out opportunities to learn new skills that will enhance capability.
Provide support and training to other administrative staff
as needed Information
Resources & Administrative Duties
Maintain and manage reliable information and scheduling
using a range of Microsoft applications, for example, Outlook, Word,
SharePoint, Excel
Prepare agendas and collate and distribute papers for the
Workforce Programme Board and relevant subgroups/project groups and other
meetings as required.
Extract and summarise relevant decisions and actions from
the Workforce Programme Board and other key meetings.
Manage and bring forward documents and papers as required
for meetings/workshops and devise systems to facilitate recall as necessary.
Undertake minor project work as needed, initiating the
project, keeping to timelines and preparing summary reports.
Maintain confidentiality and discretion and comply with the
terms of the Data Protection Act and local policies at all times.Review
of this Job DescriptionThis job description is intended as an outline indicator of
general areas of activity and will be amended in the light of changing service
needs. This job description is to be reviewed in conjunction with the post
holder on an annual basis.General
InformationAt all times promote and maintain the safety of children by
working according the Trust's Child Protection Policy and supporting guidance.
Being pro-active and responsive to child protection concerns by early
reporting, recording and referral of issues according to Trust arrangements.
Attending child protection training that is appropriate to your role.ConfidentialityThe post holder will maintain appropriate confidentiality
of information relating to commercially sensitive matters in regard to Trust
business, and also to personal information relating to members of staff and
patients. The post holder will be expected to comply with all aspects of the
Data Protection Act (1998), the Staff Code of Confidentiality and the IT
Security and Acceptable Use Policy.Equality
& DiversitySomerset NHS Foundation Trust is committed to achieving
equality of opportunity for all staff and for those who access services. You
must work in accordance with equal opportunity policies/procedures and promote
the equality and diversity agenda of the Trust.SafeguardingAll employees have a duty for safeguarding and promoting
the welfare of children and vulnerable adults. Staff must be aware of the
Trusts procedure for raising concerns about the welfare of anyone with whom
they have contact.Risk
Management / Health and SafetyEmployees must be aware of the responsibilities placed on
them under the Health & Safety at Work Act 1974, ensure that agreed safety
procedures are carried out and maintain a safe environment for employees,
patients and visitors.Records
ManagementThe post holder has responsibility for the timely and
accurate creation, maintenance and storage of records in accordance with Trust
policy, including email documents and with regard to the Data Protection Act,
The Freedom of Information Act and any other relevant statutory requirements.Clinical
GovernanceThe post holder will be expected to participate in clinical
governance activities to assist the Trust to provide high quality services.Prevention
and Control of Healthcare Associated InfectionThe post holder is expected to comply with Trust Infection
Control Policies and conduct themselves at all times in such a manner as to
minimise the risk of healthcare associated infection.SmokingThe Trust operates a non-smoking policy. Employees are
not permitted to smoke anywhere within the premises of the Trust or when
outside on official business.Policies
& ProceduresTrust employees are expected to follow Trust policies,
procedures and guidance as well as professional standards and guidelines.
Copies of Trust policies can be accessed via the staff intranet or external
website or via your manager.Sustainability
Clause
Somerset NHS Foundation Trust is committed to creating a
sustainable business. Staff employed by the Trust, are required to think about
their actions in the course of their work and make positive steps to reducing,
reusing and recycling wherever and whenever possible.
Person Specification
Knowledge and Skills
Essential
- Ability to capture information and actions from meetings/workshops and present this in a way that is succinct and specific
- Ability to use Microsoft Office and Outlook to document, present and schedule work effectively
- Public sector English language competent - speaking and writing
- Understanding of obligations in relation to confidentiality resulting from the Data Protection Act
- Understanding of need for discretion and sensitivity in relation to specific proposals/meeting content
Desirable
- Knowledge of project management tools
Experience
Essential
- Experience working autonomously as an administrator within a complex environment.
- Experience responding in a timely manner to a range of stakeholder queries.
- Experience working as part of a team in an effective, flexible and adaptable manner.
- Experience managing complex meetings/workshops including summarising notes and actions
Desirable
- Experience working within the NHS and/or local government
Personal Statement / Motivation for Applying
Essential
- Please use this section to explain how you meet the additional criteria in the Personal Specification including your reasons and motivation for applying.
Qualifications
Essential
- GCSE (O-Level) OR equivalent in Mathematics and English (grade C or above)
- Business and Administration Level 4 NVQ or equivalent experience
- European Computer Driving Licence (ECDL)
- OR equivalent
- Evidence of Continued Professional Development (CPD)
Person Specification
Knowledge and Skills
Essential
- Ability to capture information and actions from meetings/workshops and present this in a way that is succinct and specific
- Ability to use Microsoft Office and Outlook to document, present and schedule work effectively
- Public sector English language competent - speaking and writing
- Understanding of obligations in relation to confidentiality resulting from the Data Protection Act
- Understanding of need for discretion and sensitivity in relation to specific proposals/meeting content
Desirable
- Knowledge of project management tools
Experience
Essential
- Experience working autonomously as an administrator within a complex environment.
- Experience responding in a timely manner to a range of stakeholder queries.
- Experience working as part of a team in an effective, flexible and adaptable manner.
- Experience managing complex meetings/workshops including summarising notes and actions
Desirable
- Experience working within the NHS and/or local government
Personal Statement / Motivation for Applying
Essential
- Please use this section to explain how you meet the additional criteria in the Personal Specification including your reasons and motivation for applying.
Qualifications
Essential
- GCSE (O-Level) OR equivalent in Mathematics and English (grade C or above)
- Business and Administration Level 4 NVQ or equivalent experience
- European Computer Driving Licence (ECDL)
- OR equivalent
- Evidence of Continued Professional Development (CPD)
