Job summary
An exciting opportunity
has arisen for an enthusiastic and self-motivated individual to join the Health
Inequalities (HI) and Population Health team within the Medical Directorate at NHS
Dorset.
The Health
Inequalities and Population Health team are a newly developing team, and the
role is instrumental in supporting the work of the team to improve outcomes for
the population of Dorset.
Main duties of the job
The role requires excellent time management and communication
skills and an adaptable and collaborative approach to producing work within the
required time scales. Applicants must also possess a professional manner
incorporating confidence, politeness, assertiveness and diplomacy, demonstrate
exceptional attention to detail, be able to work autonomously and prioritise
their workload to meet deadlines. The post holder will be fully supported by
colleagues within the Health Inequalities and Population Health team, whilst
having responsibility for the delivery of their designated workload.
The
post-holder will be responsible for all aspects of administration support:
Microsoft packages, preparation of meeting papers, agenda preparation, email
communication, MS Teams, etc. Confidence in working with teams both within and
outside of NHS Dorset is essential, alongside the ability to prioritise
workload and adapt to changing demands/priorities.
Previous experience of working in the NHS is not essential.
NHS
Dorset is a welcoming employer, offering a wide range of employee benefits
including NHS Discounts and Blue Light Card eligibility, as well as being
committed to the on-going learning and development of individuals.
Interviews will be held on Tuesday 2nd July 2024
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
CONTEXT STATEMENT
Dorset ICB has set up a new
dedicated Health Inequalities, Prevention and Population Health (HIPPS) team to
fast-track action to deliver our shared system population health priorities
making sure that everyone gets equal outcomes from health and care services
and has an equal chance of leading a healthy life.
JOB
PURPOSE
The post holder will play a key role in supporting the delivery of a
variety of workstreams across the health inequalities, population health and
prevention portfolios, by delivering an effective and competent level of clerical and administrative
support and consistently deliver and efficient and effective service.
The post holder will be required to work under their own initiative,
as well as working as part of the wider HIPPs team, will demonstrate a
willingness to help others and be a key member of the team with responsibility
for specifically allocated tasks.
The post holder will be expected to follow
set processes, prioritise their own workload and demonstrate initiative in
order to fulfil the requirements of the post. Excellent interpersonal skills
and communication skills are essential plus an ability to deal with highly
sensitive and confidential information.
The post holder will be the initial point of contact in the office and
team email account and must have competent ICT skills including word
processing, database inputting and diary management skills.
The post holder must have a flexible and adaptable approach to their
work in order to meet demanding deadlines and have the ability and resilience
to regularly deal with a range of routine and non-routine administrative tasks
as required to deliver an efficient and effective service.
POST
SPECIFIC, TASKS AND OBJECTIVES
-
Acting as a first point of contact for the team,
dealing with routine and specialist enquiries in a pleasant and helpful manner,
communicating relevant information and referring to other team members as
appropriate.
- Providing efficient administrative support to
the HIPPs team, maintaining confidentiality of information relating to team and
stakeholders and supporting delivery of the HIPPS team workplan.
- Work independently on all aspects of the role,
exercising maximum autonomy whilst recognising where it is appropriate to seek
advice or assistance from a more senior member of the HIPPS team.
- To maintain databases and coordinate the
collection and management of a range of data relating to the HIPPS team,
enabling the tracking and progress of workstreams.
- Dealing with telephone calls and email
enquiries, in a timey and helpful manner, taking messages and passing relevant
information to the relevant department or team member.
- Monitoring the team email box and distributing
emails to relevant team members in a timely manner.
- Photocopying, scanning and word processing
documents, letters, emails, minutes and reports as and when required and in a
timely manner.
- Provide high quality administrative support.
This will include a wide range of duties from arranging and coordinating
electronic diaries, events, meetings, travel arrangements and dealing with
internal and external communications and correspondence.
- Co-ordinate and administer a number of high-
level meetings and workshops, to include agenda preparation, coordination and
dissemination of papers, minute taking, production and maintenance of action
trackers and relevant hospitality arrangements. In the event of face-to-face
meetings this could include venue bookings where appropriate.
- Maintain timely and accurate outputs for all
work, leading on the coordination and follow up of agreed actions for the team
and from associated meetings.
- Ensure that administrative support services are
provided in a timely and efficient manner.
- Select, retrieve, and collate papers and
information for meetings, enquiries and other activities.
- Ensuring all complaints are dealt with
appropriately in accordance with standard operational policy, resolving where
possible, and escalating to the appropriate person as required.
- Photocopying and word processing documents,
letters, emails and reports to a high standard. The post holder must have an
advanced level of keyboard and ICT skills and be competent in Microsoft Office
programmes. Support the creation of high-quality
presentation materials.
- Ensuring that data systems are kept up to date
to allow accurate and detailed reporting capabilities for both internal and
external requirements.
- Ensuring that all paper files are collated and
filed in a robust and effective manner and take responsibility for archiving
documentation as required and in accordance with processes, including
independent review administrative work as directed and when required.
- Ensuring that general office supply levels and
equipment and training materials are maintained and organised.
- Understanding the importance of efficiency,
effectiveness and best value in all working practices.
- Carrying out other appropriate delegated duties
as and when required.
- The post holder will be responsible for ensuring
their mandatory training is up-to-date.
The job description and person specification are
an outline of the task, responsibilities and outcomes of the role. The post
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
organisation.
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
CONTEXT STATEMENT
Dorset ICB has set up a new
dedicated Health Inequalities, Prevention and Population Health (HIPPS) team to
fast-track action to deliver our shared system population health priorities
making sure that everyone gets equal outcomes from health and care services
and has an equal chance of leading a healthy life.
JOB
PURPOSE
The post holder will play a key role in supporting the delivery of a
variety of workstreams across the health inequalities, population health and
prevention portfolios, by delivering an effective and competent level of clerical and administrative
support and consistently deliver and efficient and effective service.
The post holder will be required to work under their own initiative,
as well as working as part of the wider HIPPs team, will demonstrate a
willingness to help others and be a key member of the team with responsibility
for specifically allocated tasks.
The post holder will be expected to follow
set processes, prioritise their own workload and demonstrate initiative in
order to fulfil the requirements of the post. Excellent interpersonal skills
and communication skills are essential plus an ability to deal with highly
sensitive and confidential information.
The post holder will be the initial point of contact in the office and
team email account and must have competent ICT skills including word
processing, database inputting and diary management skills.
The post holder must have a flexible and adaptable approach to their
work in order to meet demanding deadlines and have the ability and resilience
to regularly deal with a range of routine and non-routine administrative tasks
as required to deliver an efficient and effective service.
POST
SPECIFIC, TASKS AND OBJECTIVES
-
Acting as a first point of contact for the team,
dealing with routine and specialist enquiries in a pleasant and helpful manner,
communicating relevant information and referring to other team members as
appropriate.
- Providing efficient administrative support to
the HIPPs team, maintaining confidentiality of information relating to team and
stakeholders and supporting delivery of the HIPPS team workplan.
- Work independently on all aspects of the role,
exercising maximum autonomy whilst recognising where it is appropriate to seek
advice or assistance from a more senior member of the HIPPS team.
- To maintain databases and coordinate the
collection and management of a range of data relating to the HIPPS team,
enabling the tracking and progress of workstreams.
- Dealing with telephone calls and email
enquiries, in a timey and helpful manner, taking messages and passing relevant
information to the relevant department or team member.
- Monitoring the team email box and distributing
emails to relevant team members in a timely manner.
- Photocopying, scanning and word processing
documents, letters, emails, minutes and reports as and when required and in a
timely manner.
- Provide high quality administrative support.
This will include a wide range of duties from arranging and coordinating
electronic diaries, events, meetings, travel arrangements and dealing with
internal and external communications and correspondence.
- Co-ordinate and administer a number of high-
level meetings and workshops, to include agenda preparation, coordination and
dissemination of papers, minute taking, production and maintenance of action
trackers and relevant hospitality arrangements. In the event of face-to-face
meetings this could include venue bookings where appropriate.
- Maintain timely and accurate outputs for all
work, leading on the coordination and follow up of agreed actions for the team
and from associated meetings.
- Ensure that administrative support services are
provided in a timely and efficient manner.
- Select, retrieve, and collate papers and
information for meetings, enquiries and other activities.
- Ensuring all complaints are dealt with
appropriately in accordance with standard operational policy, resolving where
possible, and escalating to the appropriate person as required.
- Photocopying and word processing documents,
letters, emails and reports to a high standard. The post holder must have an
advanced level of keyboard and ICT skills and be competent in Microsoft Office
programmes. Support the creation of high-quality
presentation materials.
- Ensuring that data systems are kept up to date
to allow accurate and detailed reporting capabilities for both internal and
external requirements.
- Ensuring that all paper files are collated and
filed in a robust and effective manner and take responsibility for archiving
documentation as required and in accordance with processes, including
independent review administrative work as directed and when required.
- Ensuring that general office supply levels and
equipment and training materials are maintained and organised.
- Understanding the importance of efficiency,
effectiveness and best value in all working practices.
- Carrying out other appropriate delegated duties
as and when required.
- The post holder will be responsible for ensuring
their mandatory training is up-to-date.
The job description and person specification are
an outline of the task, responsibilities and outcomes of the role. The post
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
organisation.
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
- Previous experience of working in an administrative environment using computerised data systems
- Previous experience of working in a health care environment
- Knowledge of NHS issues
- Proven history of planning and organising workload and distribute information in a timely manner to team members as appropriate
- Knowledge of Data Protection
- Working knowledge of Microsoft Office including Word, Excel and PowerPoint
Qualifications
Essential
- Educated to Level 3 or equivalent relevant qualification or significant proven experience in a similar role
- Evidence of Continued Personal Development
Skills, Abilities and Knowledge
Essential
- Awareness of a range of health services provision
- Able to provide and receive routine information, barriers to understanding /provide and receive complex and sensitive information
- Clear communicator with good writing, data entry and telephone skills, ensuring accuracy
- Ability to create engaging presentation materials
- Able to work effectively as part of a team
- Able to make judgements involving facts or situations, some requiring analysis on how to deal with enquiries
- Able to work to own initiative, organising and prioritising own workload to set deadlines
- Follow policies in own role. May be required to comment/implement policies and propose changes to practices and procedures for own area
- Accurate data entry and text processing from documents onto bespoke database and secure and accurate storage of data
Person Specification
Experience
Essential
- Previous experience of working in an administrative environment using computerised data systems
- Previous experience of working in a health care environment
- Knowledge of NHS issues
- Proven history of planning and organising workload and distribute information in a timely manner to team members as appropriate
- Knowledge of Data Protection
- Working knowledge of Microsoft Office including Word, Excel and PowerPoint
Qualifications
Essential
- Educated to Level 3 or equivalent relevant qualification or significant proven experience in a similar role
- Evidence of Continued Personal Development
Skills, Abilities and Knowledge
Essential
- Awareness of a range of health services provision
- Able to provide and receive routine information, barriers to understanding /provide and receive complex and sensitive information
- Clear communicator with good writing, data entry and telephone skills, ensuring accuracy
- Ability to create engaging presentation materials
- Able to work effectively as part of a team
- Able to make judgements involving facts or situations, some requiring analysis on how to deal with enquiries
- Able to work to own initiative, organising and prioritising own workload to set deadlines
- Follow policies in own role. May be required to comment/implement policies and propose changes to practices and procedures for own area
- Accurate data entry and text processing from documents onto bespoke database and secure and accurate storage of data
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).
