Job summary
Are you an enthusiastic and
organised professional seeking a new challenge?
NHS Dorset Integrated Care
Board (ICB) has an exciting opportunity for an experienced and highly motivated
individual to join our Ambulance Commissioning Support Team working within the
ICBs Strategic Commissioning and Place Directorate.
The post holder will play a crucial
role in the team by providing a wide variety of administrative and business
support tasks in relation to the ambulance contract for the seven ICBs across
the South West region.
We are looking for someone who
will be able to demonstrate excellent verbal and written communication skills,
who enjoys working under pressure and responds well to changing priorities and
deadlines.
This role is being advertised
as full time on a permanent basis, offering the successful candidate the chance
to develop their administrative/business support skills working with a number
of partner organisations across the South West.
If you are passionate about
delivering good outcomes for patients and populations across Dorset and the
South West, we would love to hear from you!
Main duties of the job
The post holder will work within the Ambulance
Commissioning Support Team, providing comprehensive administrative support to
ensure the delivery of its key functions as Lead Commissioner for the South
West 999 Ambulance Contract.
This is customer focused role and day to day
tasks will be varied to include:
-
Meeting administration: taking and distributing
formal minutes, recording clear actions and following these up to check
completion.
-
Comprehensive diary management, ensuring manager/associated
team members are briefed and ready for meetings and appointments.
-
Provide business support to key members of the team to
help ensure workstreams are delivered and managed effectively.
-
Maintain good communication and relationships with
key stakeholders internally and externally of the ICB.
The post holder
will be expected to be highly motivated, flexible and multi-skilled with
excellent organisational skills and working knowledge of administrative
systems.
About us
We are joining up to tackle all the things that affect our health and wellbeing, make real change, and improve things for our communities.
Dorset ICS is made up of:
- NHS Dorset Integrated Care Board
- University Hospitals Dorset Foundation Trust
- Dorset County Hospital Foundation Trust
- Dorset HealthCare University Foundation Trust
- Dorset Council
- Bournemouth, Christchurch, and Poole Council
- 194 town and parish councils
- 18 primary care networks (made up of 73 GP practices)
- Southwestern Ambulance Service Foundation Trust
- Dorset Police
- Dorset & Wiltshire Fire and Rescue Service
- 7,300 voluntary organisations
What we do
The Health and Care Bill puts ICSs on a statutory footing empowering them to better join up health and care services, improve population health, and reduce health inequalities.
ICSs have four core purposes:
- Improve outcomes in population health and healthcare
- Tackle inequalities in outcomes, experience, and access
- Enhance productivity and value for money
- Help the NHS support broader social and economic development
Job description
Job responsibilities
JOB PURPOSE
-
To take overall responsibility
for the provision of comprehensive, efficient and high quality secretarial and administrative
tasks to enable the Ambulance Commissioning Support Service to deliver the core
functions as set out under the Collaborative/Lead Commissioner Agreement for
the South West 999 Ambulance Contract.
-
Manage high-level coordination
and communication with staff at all levels, internally and externally in order
to collate papers and reports for meetings and key stakeholders.
-
Exercise the highest level of
discretion and confidentiality when managing confidential and sensitive
information, whilst ensuring responses to deadlines are met.
-
Maintain timely and accurate
outputs for all work.
-
Create and maintain effective
working relationships at all levels both internally and externally to the
organisation including South West Integrated Care Boards, the Ambulance Trust
and NHS England.
POST SPECIFIC, TASKS AND OBJECTIVES
Ambulance Commissioning Support Service
-
Ensure secretarial and administrative support services
are provided in a timely and efficient manner. This will include a wide range
of duties from routine to arranging board and committee level meetings, workshops,
exercising personal and
professional initiative.
-
Manage and co-ordinate electronic diaries, organise
and schedule appointments/meetings to make best use of time management.
-
Organise and administer both virtual and face-to-face meetings,
draft agendas for review, take accurate minutes/notes/actions and maintain/update
actions trackers. Ensure meeting papers are distributed in a timely manner.
-
Select, retrieve and collate papers and information
for meetings, enquiries and other activities of senior staff in an orderly and
timely manner, and in relation to the high volume, complexity and sensitivity
of the workload of those staff.
-
Exercise initiative in responding to requests for
information and action, including referral to appropriate senior staff,
particularly in confidentially sensitive situations, within given deadlines. This will
include managing/overseeing the generic SW999 inbox.
-
Demonstrate a high level of discretion and confidentiality while
ensuring responses to deadlines are met.
-
Plan for situations which are known and have the ability to
re-prioritise work to accommodate unexpected situations and interruptions.
-
Manage conflicting demands within the job role on a regular basis, for
example, regular interruption to deal with queries.
-
Be able to work independently on all aspects of role, exercising maximum
autonomy and control whilst recognising when it is appropriate to seek advice
or assistance from a senior member of staff.
-
Ensure that the senior staff within the team are
contacted and briefed appropriately and in a timely manner on all important
matters and developments.
-
Work actively to develop and secure good and effective working
relationships with colleagues internal to the ICB and external stakeholders.
-
Develop and maintain databases to comply with the
needs of the team, good records management and adhering to the Data Protection
and Freedom of Information Acts. Develop and maintain other basic information
systems and internal forms for the use of staff to facilitate efficient
working.
-
Manage travel and accommodation arrangements
for the team, assessing and making accurate judgements of the time
commitments involved and to exercise time management skills, in order to
minimise disruption to the time of senior staff.
-
Ensure that any goods ordered/booked (including travel and
accommodation) are within budgetary constraints and reflect value for money and
the most cost-effective arrangements taking account of the circumstances in
each case.
-
Other specific responsibilities may arise as agreed with the postholder.
Please note we
reserve the right to extend the closing date or close this vacancy early if we
receive sufficient applications for the role. Therefore, if you are interested,
please submit your application as early as possible
For further information,
please see full Job Description attached.
Job description
Job responsibilities
JOB PURPOSE
-
To take overall responsibility
for the provision of comprehensive, efficient and high quality secretarial and administrative
tasks to enable the Ambulance Commissioning Support Service to deliver the core
functions as set out under the Collaborative/Lead Commissioner Agreement for
the South West 999 Ambulance Contract.
-
Manage high-level coordination
and communication with staff at all levels, internally and externally in order
to collate papers and reports for meetings and key stakeholders.
-
Exercise the highest level of
discretion and confidentiality when managing confidential and sensitive
information, whilst ensuring responses to deadlines are met.
-
Maintain timely and accurate
outputs for all work.
-
Create and maintain effective
working relationships at all levels both internally and externally to the
organisation including South West Integrated Care Boards, the Ambulance Trust
and NHS England.
POST SPECIFIC, TASKS AND OBJECTIVES
Ambulance Commissioning Support Service
-
Ensure secretarial and administrative support services
are provided in a timely and efficient manner. This will include a wide range
of duties from routine to arranging board and committee level meetings, workshops,
exercising personal and
professional initiative.
-
Manage and co-ordinate electronic diaries, organise
and schedule appointments/meetings to make best use of time management.
-
Organise and administer both virtual and face-to-face meetings,
draft agendas for review, take accurate minutes/notes/actions and maintain/update
actions trackers. Ensure meeting papers are distributed in a timely manner.
-
Select, retrieve and collate papers and information
for meetings, enquiries and other activities of senior staff in an orderly and
timely manner, and in relation to the high volume, complexity and sensitivity
of the workload of those staff.
-
Exercise initiative in responding to requests for
information and action, including referral to appropriate senior staff,
particularly in confidentially sensitive situations, within given deadlines. This will
include managing/overseeing the generic SW999 inbox.
-
Demonstrate a high level of discretion and confidentiality while
ensuring responses to deadlines are met.
-
Plan for situations which are known and have the ability to
re-prioritise work to accommodate unexpected situations and interruptions.
-
Manage conflicting demands within the job role on a regular basis, for
example, regular interruption to deal with queries.
-
Be able to work independently on all aspects of role, exercising maximum
autonomy and control whilst recognising when it is appropriate to seek advice
or assistance from a senior member of staff.
-
Ensure that the senior staff within the team are
contacted and briefed appropriately and in a timely manner on all important
matters and developments.
-
Work actively to develop and secure good and effective working
relationships with colleagues internal to the ICB and external stakeholders.
-
Develop and maintain databases to comply with the
needs of the team, good records management and adhering to the Data Protection
and Freedom of Information Acts. Develop and maintain other basic information
systems and internal forms for the use of staff to facilitate efficient
working.
-
Manage travel and accommodation arrangements
for the team, assessing and making accurate judgements of the time
commitments involved and to exercise time management skills, in order to
minimise disruption to the time of senior staff.
-
Ensure that any goods ordered/booked (including travel and
accommodation) are within budgetary constraints and reflect value for money and
the most cost-effective arrangements taking account of the circumstances in
each case.
-
Other specific responsibilities may arise as agreed with the postholder.
Please note we
reserve the right to extend the closing date or close this vacancy early if we
receive sufficient applications for the role. Therefore, if you are interested,
please submit your application as early as possible
For further information,
please see full Job Description attached.
Person Specification
Experience
Essential
- Recent previous experience within a comparable role
- Recent previous experience of working within a customer focused environment
- Recent previous experience of arranging meetings and diary management
- Previous experience of working within defined secretarial/administrative procedures
- Ability to work as part of a team with a variety of professionals
Qualifications
Essential
- NVQ Level 3 or equivalent level of knowledge of office procedures
- RSA Level 3 or equivalent level of knowledge of software programmes or
- Equivalent experience demonstrating clear knowledge and skills
Skills, Abilities and Knowledge
Essential
- Knowledge of a full range of secretarial / administrative procedures
- Advanced keyboard/touch typing skills
- Familiarity with Microsoft Office packages
- Demonstrable ability to prioritise effectively
- Ability to use own initiative within sphere of responsibility
- Minute taking skills
- Evidence of good communication skills, both verbal and written
- Demonstrated ability at exercising tact and diplomacy
- Demonstrated ability to analyse situations and to provide a resolution
- Ability to maintain confidentiality at all times
- Flexible towards the needs of the service
Person Specification
Experience
Essential
- Recent previous experience within a comparable role
- Recent previous experience of working within a customer focused environment
- Recent previous experience of arranging meetings and diary management
- Previous experience of working within defined secretarial/administrative procedures
- Ability to work as part of a team with a variety of professionals
Qualifications
Essential
- NVQ Level 3 or equivalent level of knowledge of office procedures
- RSA Level 3 or equivalent level of knowledge of software programmes or
- Equivalent experience demonstrating clear knowledge and skills
Skills, Abilities and Knowledge
Essential
- Knowledge of a full range of secretarial / administrative procedures
- Advanced keyboard/touch typing skills
- Familiarity with Microsoft Office packages
- Demonstrable ability to prioritise effectively
- Ability to use own initiative within sphere of responsibility
- Minute taking skills
- Evidence of good communication skills, both verbal and written
- Demonstrated ability at exercising tact and diplomacy
- Demonstrated ability to analyse situations and to provide a resolution
- Ability to maintain confidentiality at all times
- Flexible towards the needs of the service
Additional information
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
