Job summary
An exciting opportunity has arisen for a business support officer to join the Integrated Care Board's corporate head office administration team to provide comprehensive, effective and professional business support services to the Chief of Staff. This is a rewarding, busy and demanding role, working in a fast-paced environment.
The ideal candidate will have proven significant and relevant senior administration and/or business support experience and be confident and effective in managing the day to day running of an executive board director's office. A core component of the role is to administer meetings with agenda setting, minute taking, collation of papers and reports and tracking of actions.
We are looking for strong prioritisation and organisational skills, along with excellent communication skills. The ability to remain calm in a busy and dynamic environment and be flexible to work at pace to achieve multiple and strict deadlines will be key. This role requires the ability to multitask to manage many competing priorities, to work logically, working on your own initiative and as part of the wider health office administration team.
This is a full-time role, working 37.5 hours per week, across Monday to Friday.
Main duties of the job
All roles in the integrated care board (ICB) share a common purpose and responsibility to meet the four core purposes of integrated care systems (ICS); to improve outcomes in population health and healthcare; to tackle inequalities in outcomes, experience and access; to enhance productivity and value for money and to help the National Health Service (NHS) support broader social and economic development.
To provide oversight and coordination of all business support and administration processes that contribute towards the safe and effective running of the Executive offices and portfolios.
To ensure the provision of a fully comprehensive administrative and business support service working closely with the executive board director to remove unnecessary demands and pressures, working in a professional, efficient and confidential manner. Acting as first point of contact for all communications and ensure all enquires are acted on or re-directed appropriately.
Management of multiple diaries frequently across both health and social care organisations often with a number of senior managers/directors to arrange meetings as required, requiring tact, diplomacy and good negotiation skills to secure mutually agreed outcomes.
To be responsible for organising conferences, multi-organisation events, team meetings including the effective management of the calendar, emails for the executive board director, ensuring timescales, report requirements, deadlines etc. are met.
About us
NHS Cornwall and Isles of Scilly ICB is a statutory NHS organisation responsible for developing a plan for meeting the health needs of our communities, managing the NHS budget, and arranging for the provision of joined up health services which improve the lives of people who live and work in Cornwall and the Isles of Scilly.
By collaborating as an integrated care system (ICS) our health and care organisations can tackle complex challenges, including:
- improving the health of children and young people
- supporting people to stay well and independent
- acting sooner to help those with preventable conditions
- supporting those with long-term conditions or mental health issues
- caring for those with multiple needs as populations age
- getting the best from collective resources so people get care as quickly as possible.
You can look forward to excellent benefits including discounts in store and online, optional pension and life assurance, flexible working options, salary sacrifice vehicles and cycles and much more.
Hybrid working
This is an office-based role with the expectation of being located in the Head Office in Bodmin for a minimum of 3 days per week. There will be some flexibilities to work from home and/or in other office locations, in collaboration with the executive board director and their requirements.
Job description
Job responsibilities
Act as the primary point of contact for a range of business administration activities, with delegated lead responsibility for recording absence, training and appraisals for the relevant teams.
Develop effective working relationships within broad range of internal and external stakeholders. This includes developing an effective communication network within the business support team, senior executives, and health and social care partners, voluntary and public sector organisations.
Co-ordinate and support multiple workstreams with prioritisation and task management to ensure allocated individual and team tasks and activities are delivered within agreed timescales highlighting any issues or risks.
Plan, organise and balance competing priorities ensuring that you are task and result focussed to ensure deadlines are met and outcomes achieved whilst providing an efficient and effective administrative service.
Use initiative to deliver tasks and actions with few pre-defined boundaries, and being innovative in the way tasks are delivered, working autonomously in the absence of directors/chief of, and initiate escalation of urgent matters
Undertake reporting of information, including collating reports for the executive board director and senior management team highlighting any risks or outstanding action
Proactively horizon scan for risks or opportunities where you can make recommendations to develop or improve to processes, procedures or methods of working within the team
The workload is diverse and requires exceptional planning and organisation skills which will include maintaining information systems to ensure workstreams are logged, continuity is upheld and distributing confidential and sensitive information
To administer all aspects of meetings including where the executive board director is chair, ensuring the timely production and release of agenda packs, transcribing of minutes, distributed promptly and information is completed and updated in a timely manner.
To be responsible for authorising expenditure to a set level.
Job description
Job responsibilities
Act as the primary point of contact for a range of business administration activities, with delegated lead responsibility for recording absence, training and appraisals for the relevant teams.
Develop effective working relationships within broad range of internal and external stakeholders. This includes developing an effective communication network within the business support team, senior executives, and health and social care partners, voluntary and public sector organisations.
Co-ordinate and support multiple workstreams with prioritisation and task management to ensure allocated individual and team tasks and activities are delivered within agreed timescales highlighting any issues or risks.
Plan, organise and balance competing priorities ensuring that you are task and result focussed to ensure deadlines are met and outcomes achieved whilst providing an efficient and effective administrative service.
Use initiative to deliver tasks and actions with few pre-defined boundaries, and being innovative in the way tasks are delivered, working autonomously in the absence of directors/chief of, and initiate escalation of urgent matters
Undertake reporting of information, including collating reports for the executive board director and senior management team highlighting any risks or outstanding action
Proactively horizon scan for risks or opportunities where you can make recommendations to develop or improve to processes, procedures or methods of working within the team
The workload is diverse and requires exceptional planning and organisation skills which will include maintaining information systems to ensure workstreams are logged, continuity is upheld and distributing confidential and sensitive information
To administer all aspects of meetings including where the executive board director is chair, ensuring the timely production and release of agenda packs, transcribing of minutes, distributed promptly and information is completed and updated in a timely manner.
To be responsible for authorising expenditure to a set level.
Person Specification
Qualifications, training and professional membership
Essential
- NVQ Level 3 in relevant business or administration or equivalent level of qualification or significant equivalent previous proven experience (e.g. working at Senior Manager/Director level for a significant length of time)
- 5 GCSE or equivalent including English and Maths
- RSA Typing/Word processing or equivalent
Knowledge and Experience
Essential
- Previous PA or business support experience at director level
- Proven experience of working in a busy office environment
- Proficient use of Microsoft Office: Word, Excel, Powerpoint
- Experience of communicating and liaising with all levels of staff
Desirable
- Experience of cross organisation working
Skills and Abilities
Essential
- Organise meetings and take comprehensive accurate minutes
- Apply good problem solving skills eg - complex diary scheduling, working across organisations
- Draft reports and outline meeting papers
- Be proactive and plan ahead, able to react quickly to changing scenarios
- Co-ordinating and collecting information
- Good communication skills, both written and spoken
- Self motivated and able to work without supervision and capable of prioritising own and others' workloads to meet often rapidly changing deadlines
- Work on own initiative and take decisions on behalf of manager where and when appropriate
- Maintain confidentiality and trust at all times
- Able to work under pressure and able to multi-task
- Work to tight timescales
Desirable
- Able to receive and convey information (often complex or confidential) accurately, using persuasive, negotiating and motivational skills as required
Personal Qualities & Behaviours
Essential
- Calm under pressure
- Discreet & Confidential
- Flexibility & Adaptive
Person Specification
Qualifications, training and professional membership
Essential
- NVQ Level 3 in relevant business or administration or equivalent level of qualification or significant equivalent previous proven experience (e.g. working at Senior Manager/Director level for a significant length of time)
- 5 GCSE or equivalent including English and Maths
- RSA Typing/Word processing or equivalent
Knowledge and Experience
Essential
- Previous PA or business support experience at director level
- Proven experience of working in a busy office environment
- Proficient use of Microsoft Office: Word, Excel, Powerpoint
- Experience of communicating and liaising with all levels of staff
Desirable
- Experience of cross organisation working
Skills and Abilities
Essential
- Organise meetings and take comprehensive accurate minutes
- Apply good problem solving skills eg - complex diary scheduling, working across organisations
- Draft reports and outline meeting papers
- Be proactive and plan ahead, able to react quickly to changing scenarios
- Co-ordinating and collecting information
- Good communication skills, both written and spoken
- Self motivated and able to work without supervision and capable of prioritising own and others' workloads to meet often rapidly changing deadlines
- Work on own initiative and take decisions on behalf of manager where and when appropriate
- Maintain confidentiality and trust at all times
- Able to work under pressure and able to multi-task
- Work to tight timescales
Desirable
- Able to receive and convey information (often complex or confidential) accurately, using persuasive, negotiating and motivational skills as required
Personal Qualities & Behaviours
Essential
- Calm under pressure
- Discreet & Confidential
- Flexibility & Adaptive
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.
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).
Additional information
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.
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).
