NHS West Yorkshire Integrated Care Board

Administrative Support Assistant

This job is now closed

Job summary

Are you interested in a career in the Executive Business Support Team across Health and Social Care? Do you have strong organisational skills, admin experience and looking to join a supportive Team? If yes, we would love to meet you!

We are looking to recruit a professional and experienced Administrative Support Assistant to provide high level professional support the Strategy, Communications and Involvement Directorate at the ICB and associated teams, with compassion and professionalism. The ideal candidate for this role will be motivated, proactive and approachable, with excellent communication skills and the ability to work with an innovative, caring and empowered Team to provide high level support to the Wakefield Health and Care Leadership Team.

This Administrative Support Assistant is a permanent role 37.5 hours per week (can be flexible with part time request)

We are passionate about creating an inclusive workplace that promotes and values diversity; we see this as a strength and part of our founding mission, values and behaviours. We know through experience that different ideas, perspectives and backgrounds create a stronger and more creative work environment that delivers patient outcomes.

We are committed to creating the best place to work, where your contribution is valued, your wellbeing is supported and all our colleagues can reach their full potential and welcome people from all areas of the community.

Main duties of the job

Main duties of the job:

You should have experience working in an office environment and be able to adapt to conflicting priorities and demands. You must be proficient in diary management and have some minute taking experience. A flexible approach is essential along with the ability to use your own initiative in resolving problems with the ability to work unsupervised to a very high standard at all times. The Joint Business Support Team provides support to the Core Leadership Team at Wakefield Health and Care Partnership, Adult Community Services Leadership Team at Mid Yorkshire Teaching NHS Trust and Adult Social Care Leadership Team at Wakefield Council, working closely together to achieve and provide the most proficient support

About us

NHS West Yorkshire ICB is responsible for improving population health and reducing inequalities to meet the diverse health needs of its population and is part of the West Yorkshire Health and Care Partnership which includes organisations, local councils, health and care providers and voluntary, community and social enterprise organisations.

We are committed to creating the best place to work, where your contribution is valued, your wellbeing is supported and all our colleagues can reach their full potential. We welcome and encourage applications from all areas of the community, who meet the criteria for the role, regardless of their protected characteristics.

We operate a Carer friendly working environment that is supportive and inclusive. We actively encourage Carers to self-identify themselves and are offered a working Carer passport.

As a Mindful Employer we are positive and enabling towards all employees and job applicants with a mental health condition.

We are a Disability Confident Employer and commit to shortlisting suitable applicants who meet the essential criteria for an interview.Please inform us of any adjustments you may require.

Date posted

05 June 2024

Pay scheme

Agenda for change

Band

Band 3

Salary

£22,816 to £24,336 a year

Contract

Permanent

Working pattern

Full-time

Reference number

D9475-ICB-490

Job locations

White Rose House, West Parade

Wakefield

WF1 1LT

Job description

Job responsibilities

The post holder will actively provide a high quality, comprehensive and confidential secretarial support service to the Core Leadership Team and associated Head of Services. To contribute to the development and implementation of systems and process for the

Integrated Business Support Unit to achieve a high standard of working practices.

*All staff are expected to work flexibly across all functions according to the skills and requirements for individual roles*

Main Duties and Responsibilities:

To provide a high quality, comprehensive and confidential secretarial support service to the Core Leadership Team and associated Head of Services

Undertake diary management, resolve conflicting appointments and schedules as required. Arrange appointments and meetings in conjunction with an effective, efficient bring forward system, ensuring that appropriate communications are actioned and documents are available.

Undertake duties associated with arranging meetings, including booking appropriate accommodation, travel arrangements, equipment and catering as required.

To efficiently organise seminars, workshops and meetings for the heads of service and Integrated Business Support Unit. Prepare and distribute paperwork timely, either electronically or hard copy as appropriate. Co-ordinate delegates and speakers to ensure the smooth running of the event.

To service meetings through the compiling and issuing of agendas, taking accurate minutes of meetings as and when required, co-ordinating the collation and distribution of papers, ensuring relevant paperwork is distributed in good time prior to the meeting.

To produce documentation through applying knowledge and skills in the use of Microsoft Office, thereby maintaining high standards.

To receive, screen and assist visitors and the Systems Development Directorate.

Respond to routine telephone enquiries, advising callers and/or relaying messages accurately and promptly as appropriate, maintaining a helpful and professional manner at all times.

Assist in the maintenance of efficient and effective filing and retrieval systems, both electronic and paper-based.

Receive record and process incoming mail and email on behalf of the Core Leadership Team and associated Head of Services

Undertake typing of correspondence, reports and other documents from written text or audio transcription utilising available technology.

Implement appropriate secretarial policies for own work area.

Liaise with colleagues across the Wakefield District Health and Care Partnership, outside agencies and members of the public as required.

Maintain the security and a high level of confidentially of information, ensuring that such information is handled with discretion.

Be aware of, and actively promote the image of the Wakefield District Health and Care Partnership

Take care of own safety and that of colleagues and all other persons who may be affected by their actions or omissions.

Undertake other duties appropriate to the grading of the post.

Manage own workload and raising queries with manager when necessary

General

The post holder will:

Treat people with dignity and respect.

Maintain a high standard of professional and personal conduct.

Develop a culture that promotes equality and values diversity. The post holder must be aware of and committed to the equality and diversity policies of the organisation.

Ensure the principles of openness, transparency and candour are observed and upheld in all working practices.

Ensure compliance with all mandatory and statutory training relevant to the post.

Be familiar with and adhere to the safeguarding policies, procedures, and guidelines for both children and adults at risk of abuse or neglect. This must be in conjunction with the Multi-agency Safeguarding Children and Safeguarding Adults at risk of abuse or neglect Multi- Agency Policy, Protocols and guidelines.

Ensure that any infection prevention and control issues are reported appropriately.

Be aware of and adhere to the provisions of the Health and Safety at Work Act and to ensure their own safety and the safety of others.

Maintain confidentiality and adhere to the principles of data security and data protection.

Follow a professional Code of Conduct, where relevant to the post.

Participate in the organisational appraisal process.

Be expected to undertake ongoing professional and personal development in line with the responsibilities of the post.

This job description is not intended to be exhaustive. It describes the main duties and responsibilities of the post. It may be subject to change in accordance with developing organisational and service needs and wherever necessary, will follow appropriate consultation with the post holder. The post holder may be directed to complete other duties according to organisational requirements. These duties will always be reasonable and commensurate with the skills of the post holder and level of the post.