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
Somersets Integrated Care System (ICS) is a collaborative
partnership that has identified local strategic and operational priorities for
the countys health and social care services. A Somerset Integrated Care
Strategy has been produced which focuses on improving the efficiency and
performance across the Somerset health and care system with the main outcomes
of improving the health of our population and the sustainability of the local
care system. The Somerset ICS includes, but is not limited to, the following
key stakeholders:
Somerset Integrated Care Board
Somerset Council
Somerset NHS Foundation Trust
Spark Somerset (Voluntary and Community Sector)
GP Provider BoardThis post has a focus that is system-wide, working with all
partners across the ICS, but is an employee of NHS Somerset Integrated Care
Board (ICB)Job
Purpose:You will be responsible for supporting all elements of the
Somerset health and care workforce programme through our ICS People Plan and
Strategy, 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. There may be specialist areas of work that this post holds
for the team and the wider ICB Workforce Directorate, providing appropriate
representation, for example around internal cybersecurity meetings and
developments with Microsoft Office, feeding back to enable learning within directorate
teamsDuties
and ResponsibilitiesCommunication
and Key Working Relationships
Initiate communications and respond to enquiries relating
to the ICS 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 across the ICS
and internally, where appropriate within the ICB 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 ICS 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 NHS England (NHSE)
and other bodies as required.Policy,
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.
Order IT equipment and other on-boarding activity for new
staff within the ICS Workforce TeamResponsibility
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 neededInformation
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
ICS People Delivery Group (PDG) and relevant subgroups/project groups and other
meetings as required.
Extract and summarise relevant decisions and actions from the
PDG 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
ICB Information Governance Policies and Procedures at all timesReview
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.
Job description
Job responsibilities
Purpose
of the role
Somersets Integrated Care System (ICS) is a collaborative
partnership that has identified local strategic and operational priorities for
the countys health and social care services. A Somerset Integrated Care
Strategy has been produced which focuses on improving the efficiency and
performance across the Somerset health and care system with the main outcomes
of improving the health of our population and the sustainability of the local
care system. The Somerset ICS includes, but is not limited to, the following
key stakeholders:
Somerset Integrated Care Board
Somerset Council
Somerset NHS Foundation Trust
Spark Somerset (Voluntary and Community Sector)
GP Provider BoardThis post has a focus that is system-wide, working with all
partners across the ICS, but is an employee of NHS Somerset Integrated Care
Board (ICB)Job
Purpose:You will be responsible for supporting all elements of the
Somerset health and care workforce programme through our ICS People Plan and
Strategy, 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. There may be specialist areas of work that this post holds
for the team and the wider ICB Workforce Directorate, providing appropriate
representation, for example around internal cybersecurity meetings and
developments with Microsoft Office, feeding back to enable learning within directorate
teamsDuties
and ResponsibilitiesCommunication
and Key Working Relationships
Initiate communications and respond to enquiries relating
to the ICS 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 across the ICS
and internally, where appropriate within the ICB 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 ICS 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 NHS England (NHSE)
and other bodies as required.Policy,
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.
Order IT equipment and other on-boarding activity for new
staff within the ICS Workforce TeamResponsibility
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 neededInformation
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
ICS People Delivery Group (PDG) and relevant subgroups/project groups and other
meetings as required.
Extract and summarise relevant decisions and actions from the
PDG 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
ICB Information Governance Policies and Procedures at all timesReview
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.
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)
