Job summary
A number of Corporate Support Officer roles have arisen within the Corporate Affairs & Governance directorate in NHS Cheshire and Merseyside.
These are exciting opportunities for people who enjoy working in a fast-paced and patient facing environment. We are looking for enthusiastic, highly motivated, and organised individuals to join our friendly and welcoming team.
The successful applicants will be able to demonstrate a 'can do' attitude and ability to 'own' their portfolio and have ambition to deliver professional outcomes. You will need to be able to work well under pressure, be responsive to fast moving deadlines and work as part of the team. The successful applicants will also have strong communication skills with the ability to interact across a range of colleagues, including senior managers.
Main duties of the job
The post holderswill be supporting the Directorate by working closely with our Executive Assistants in the efficient running and administration of the office, Directorate and committee meetings, as well as other key decision-making meetings.
Working as part of a team the successful applicants will use initiative, develop new ideas, and manage their own workload.
This is an exciting opportunity to play an important role in the Corporate Affairs & Governance directorate.
About us
NHS Cheshire and Merseyside is a highly complex organisation serving a population of over 2.5 million people across nine Places (Boroughs including local Authorities), 17 NHS Provider organisations, 51 Primary Care Networks plus North West Ambulance service as well as third sector and voluntary organisations. NHS Cheshire and Merseyside is the third largest ICS in the country, and in regard to scope of organisations the ICS is double the size of the next largest ICS.
From a demographic perspective, there are some real challenges within Cheshire and Merseyside. 33% of the population of Cheshire and Merseyside live in the most deprived 20% of neighbourhoods in England. In addition, the population overall suffers from some of the pooresthealth outcomes in England.
Job description
Job responsibilities
Corporate Support
- Provide a comprehensive and professional secretarial and administrative service delivering a range of administrative
- Undertake efficient electronic diary management, using initiative and discretion to ensure that the most appropriate use is made of managers
- Attend meetings of the ICBs to take accurate minutes of discussions ensuring all actions are followed up.
- Work closely with Corporate colleagues to support day to day business needs across the Corporate Support Services Team, ensuring continuity of support
- Support the Senior Corporate Affairs & Governance Manger and Executive Assistants with a range of initiatives and projects within the portfolio area including committee and sub committee administration, as
- Support and maintain appropriate and effective office management systems to ensure a smooth flow of information. Working proactively, suggesting and implementing changes to local procedures and processes to improve efficiency, where
- Collate information, as required, to support the NHS Returns
- To take, action and relay clear messages, including handling queries from professionals and obtaining sufficient information to enable these to be dealt with as effectively and speedily as possible.
- Support the Executive Assistants with all administrative duties in respect of Executive, SLT, committees and lower-level meetings.
- Communicate and liaise effectively and confidently with internal and external contacts at all levels and from a wide range of settings/sectors.
- Raise invoices and POs as required.
- Organise the provision of all necessary logistics to support committees in advance of meetings (e.g., availability of papers to attendees and public in electronic format/paper where required) in addition to room bookings, hospitality/refreshments and preparation of AV equipment.
- Organise and provide support to meetings through the taking of minutes in a timely and accurate manner and preparation/distribution of relevant materials as appropriate (including agendas, papers and action logs).
- Maintain timescales of regular meetings ensuring paperwork is prepared and submitted on time.
- Format and co-ordinate reports for meetings and forums of the ICB.
- Organise meetings and events for both internal and external attendees, including the sourcing and booking of venues, organising equipment, IT and AV systems and greeting guests on arrival.
- Ensure there is an adequate supply of all office items including stationery supplies.
- Organise travel and accommodation arrangements as required.
- Provide administrative support for presentations including setting up of equipment.
- Implement and maintain efficient and workable manual and electronic systems and databases, including bring forward filing systems, ensuring files and records are stored safely and can be retrieved with ease according to established standards.
- Using your discretion to action and delegate work to others within the ICBs on behalf of the manager, ensuring clear instruction and deadlines are given and chasing information as required.
- Undertake discrete pieces of work as directed by on a given topic to support the drafting of documents or to gather information on behalf of respective managers.
- Highlight any variances in quality, efficiency or business standards across the function and work with colleagues to plan and implement solutions as required.
- Undertake proactive self-management in order to effectively prioritise own workload to meet expected and unexpected deadlines and achieve the aims of the post.
- Work flexibly and provide cross-cover across the team for matters relating to the corporate services portfolio as required and in the event of planned and unplanned absence.
Information Management - Responsible for taking and transcribing formal
- Responsible for maintaining relevant information systems to ensure delivery of a comprehensive administrative
- Ensure an efficient and effective filing and information system is
- To effectively produce timely reports and other documentation to a high
- To update, maintain, organise, gather and analyse information to predict/meet future organisational and team needs by identifying best professional
Communications and Working Relationships - Communicate effectively with ICB and CSU colleagues and external agencies, understanding matters and dealing with issues sensitively and with
- Be the face of the ICBs to external organisations, politicians and the
- Communicate effectively with the Chair, Board and SLT members, understanding matters and dealing with issues sensitively and with
- Provide a professional customer service led response to all contact with internal and external
Human Resources Responsibility
- Responsible, with management support, for own personal development and to actively contribute to the development of a wide range of
- To monitor workloads and escalate concerns regarding capacity, capability or any staff issues which can affect the delivery of
Job description
Job responsibilities
Corporate Support
- Provide a comprehensive and professional secretarial and administrative service delivering a range of administrative
- Undertake efficient electronic diary management, using initiative and discretion to ensure that the most appropriate use is made of managers
- Attend meetings of the ICBs to take accurate minutes of discussions ensuring all actions are followed up.
- Work closely with Corporate colleagues to support day to day business needs across the Corporate Support Services Team, ensuring continuity of support
- Support the Senior Corporate Affairs & Governance Manger and Executive Assistants with a range of initiatives and projects within the portfolio area including committee and sub committee administration, as
- Support and maintain appropriate and effective office management systems to ensure a smooth flow of information. Working proactively, suggesting and implementing changes to local procedures and processes to improve efficiency, where
- Collate information, as required, to support the NHS Returns
- To take, action and relay clear messages, including handling queries from professionals and obtaining sufficient information to enable these to be dealt with as effectively and speedily as possible.
- Support the Executive Assistants with all administrative duties in respect of Executive, SLT, committees and lower-level meetings.
- Communicate and liaise effectively and confidently with internal and external contacts at all levels and from a wide range of settings/sectors.
- Raise invoices and POs as required.
- Organise the provision of all necessary logistics to support committees in advance of meetings (e.g., availability of papers to attendees and public in electronic format/paper where required) in addition to room bookings, hospitality/refreshments and preparation of AV equipment.
- Organise and provide support to meetings through the taking of minutes in a timely and accurate manner and preparation/distribution of relevant materials as appropriate (including agendas, papers and action logs).
- Maintain timescales of regular meetings ensuring paperwork is prepared and submitted on time.
- Format and co-ordinate reports for meetings and forums of the ICB.
- Organise meetings and events for both internal and external attendees, including the sourcing and booking of venues, organising equipment, IT and AV systems and greeting guests on arrival.
- Ensure there is an adequate supply of all office items including stationery supplies.
- Organise travel and accommodation arrangements as required.
- Provide administrative support for presentations including setting up of equipment.
- Implement and maintain efficient and workable manual and electronic systems and databases, including bring forward filing systems, ensuring files and records are stored safely and can be retrieved with ease according to established standards.
- Using your discretion to action and delegate work to others within the ICBs on behalf of the manager, ensuring clear instruction and deadlines are given and chasing information as required.
- Undertake discrete pieces of work as directed by on a given topic to support the drafting of documents or to gather information on behalf of respective managers.
- Highlight any variances in quality, efficiency or business standards across the function and work with colleagues to plan and implement solutions as required.
- Undertake proactive self-management in order to effectively prioritise own workload to meet expected and unexpected deadlines and achieve the aims of the post.
- Work flexibly and provide cross-cover across the team for matters relating to the corporate services portfolio as required and in the event of planned and unplanned absence.
Information Management - Responsible for taking and transcribing formal
- Responsible for maintaining relevant information systems to ensure delivery of a comprehensive administrative
- Ensure an efficient and effective filing and information system is
- To effectively produce timely reports and other documentation to a high
- To update, maintain, organise, gather and analyse information to predict/meet future organisational and team needs by identifying best professional
Communications and Working Relationships - Communicate effectively with ICB and CSU colleagues and external agencies, understanding matters and dealing with issues sensitively and with
- Be the face of the ICBs to external organisations, politicians and the
- Communicate effectively with the Chair, Board and SLT members, understanding matters and dealing with issues sensitively and with
- Provide a professional customer service led response to all contact with internal and external
Human Resources Responsibility
- Responsible, with management support, for own personal development and to actively contribute to the development of a wide range of
- To monitor workloads and escalate concerns regarding capacity, capability or any staff issues which can affect the delivery of
Person Specification
Experience
Essential
- Previous experience of working in a busy office environment and managing conflicting demands
- Experience of supporting meetings
Knowledge
Essential
- Knowledge of a range of administrative processes
- Advanced knowledge of Microsoft applications
Skills
Essential
- Strong attention to detail
- Ability to work with minimal support
Person Specification
Experience
Essential
- Previous experience of working in a busy office environment and managing conflicting demands
- Experience of supporting meetings
Knowledge
Essential
- Knowledge of a range of administrative processes
- Advanced knowledge of Microsoft applications
Skills
Essential
- Strong attention to detail
- Ability to work with minimal support
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).
