Digital Administrator

NHS Birmingham and Solihull Integrated Care Board

This job is now closed

Job summary

The role will provide comprehensive support to the senior digital management team which includes complex diary management, full administrative support for digital programme boards and overseeing the procurement process and creation of purchase orders. The role will also support projects in the digital and medical integrations teams.

Main duties of the job

The Job holder will be accountable for:

The post holder will provide a quality and responsive personal assistant service including complex diary management and extensive minute taking, therefore all applicants must be highly experienced and confident in minute taking up to and including Board level
Clear understanding of effective project controls ensuring that appropriate documentation is available to the senior stakeholders above as required.
Attendance at relevant meetings and Programme Boards to minute/note take, intercept and link correspondence on behalf of Medical Director, CIO and GP Provider Digital Primary Care team.
Chairs Digital Primary care team daily huddles, to progress key actions owned by team members.
The post holder will provide leadership within the PSU administrative team to support the target Operating Model, ensuring objectives and targets are met and the effective and efficient use of resources
The postholder will have to demonstrate duties to new staff as well as have a knowledge and understanding of the staff they work with to allow appropriate management direction and advice when requested.
The postholder will largely be supporting the digital team, and will be part of the administrative team for the GPPSU.
Attendance at webinars and locality events will be required.

About us

Birmingham and Solihull Integrated Care System brings together local NHS, councils and voluntary, community and faith sectors to better serve our communities. With a population of circa 1.55 million, our vision is for BSOL to be the healthiest place to live and work, driving equity in life chances and health outcomes for everyone. For an chance to be part of the fantastic opportunity we have as an Integrated Care System, apply for this role today.

As a member of our system you will actively demonstrate system values in all that you do. You will be driven to address health inequalities and create an environment that is inclusive for all people.

In return NHS Birmingham and Solihull can offer you the opportunity to thrive and develop in a team that is supportive, ambitious and inclusive. You will have plenty of opportunities to build your skills and experience, with a chance to work with colleagues across our five Provider Trusts, two Local Authorities, voluntary organisations, Integrated Care Board (ICB) and NHS England to truly effect change and add value.

We know that diversity fosters creativity and innovation and are committed to challenging discrimination, promoting equality of opportunity for all, being a fair and inclusive employer, and creating a place of work in which all of us feel we belong.

Date posted

03 May 2024

Pay scheme

Agenda for change

Band

Band 4

Salary

£25,147 to £27,596 a year per annum

Contract

Fixed term

Duration

12 months

Working pattern

Full-time, Flexible working, Home or remote working

Reference number

529-6129669

Job locations

Wesleyan (Birmingham), Friars Gate (Solihull) or alternative location(s) within the system

Birmingham/Solihull

B4 6AR

Job description

Job responsibilities

Communication

To engage senior managers including executive directors and senior consultants in highly complex service development and change issues using appropriate communication methods and channels.
Influence people and events, formally and informally, both inside and outside formal programmes. This will include the requirement to develop and maintain constructive relationships when reconciling or resolving situations of conflict.
Develop and produce detailed agendas and briefing presentation materials using a variety of software applications to support Senior stakeholders.
Support and lead as a specialist resource for both clinical and non-clinical teams as they progress through the process of change. Continually liaise with key stakeholders in order to achieve significant whole system. The range of stakeholders will include Executive Directors, Senior Managers and Clinical teams.
Maintain, sustain and develop effective communication channels and collaborative working relationships with staff at all levels and with Directors and Senior Managers within the GP PSU.

Organisation and Planning

Undertake complex diary management demonstrating an understanding of the portfolios of work of the CIO and team to prioritise commitments appropriately.
Effectively manage diaries; prioritising meetings/appointments, as necessary, ensuring the CIO and team has sufficient work/reflective time and all deadlines are met.
Organise high level meetings including preparation of agendas, papers and briefings and collation and distribution of papers. Minute taking, production and distribution demonstrating exemplary minute taking skills.
Take and transcribe accurate minutes of formal meetings in a timely fashion, ensuring that all follow-up action is This is a key part of the role and the post holder must be confident and capable of taking minutes at board level.
Plan for situations, which are known; and to be able to re-prioritise work to accommodate unexpected situations and interruptions.
Plan and organise a range of events, including liaising with speakers, sourcing venues, inviting participants and guests and devising and sending details of confirmation of booking and joining instructions etc.
Undertake specific project work as requested including creating presentations and reports.
Coordinate the rolling programme of performance and development reviews and 1:1 meetings; scheduling meetings.
Optimise IT applications by effectively using all aspects of Microsoft applications to produce accurate and well-presented documentation, presentations etc.
Provide ad-hoc support to other directories within the GP PSU as required.
The post holder must also be able to communicate complex, sensitive and confidential information in an appropriate manner, eg HR/Financial information relating to specific staff via verbal or written communication.
Investigate and resolve complex invoice queries from Shared Business Services and suppliers.

Analytical and Judgement Skills

Problem solving skills and ability to respond to sudden unexpected demands.
Ability to analyse facts and situations and develop a range of options.
Support decisions on difficult and contentious issues where there may be a number of courses of action.
Strategic thinking ability to anticipate and resolve problems before they arise.
Analyse performance of services to ensure targets are reached.

Service Development and Research

Oversee the development and implementation of local and national monitoring and evaluation tools to demonstrate the effectiveness of Digital and Integration.

Patient/Client Care

The post holder will assist and respond to enquiries from members of the public/external organisations.
The post holder will be expected to assist with members of the public/external organisations e.g. in the event of a cyber attack.
The post holder will need to meet with patient groups to support practices with their engagement of gaining patients trust around digital products.

Responsibility for Policy/Service Development

To lead in the co-ordination and adjustment of programme plans to deliver service development and improvement programmes to include the scheduling of activities and milestones.
Work with senior managers and teams to identify opportunities for continual service improvement by utilising PPM methodologies and cloud technologies.
Work with colleagues within Regional, ICB and other stakeholders to promote good practice within the scope of particular programmes.

Finance and Resources

Contribute to the drawing up of the work budget, responsible for the monitoring of the budget and reporting progress at relevant business meetings. This includes responsibility for taking corrective action to ensure the delivery of a balanced programme budget.
Assist in managing all resulting resources through clear programme budgets ensuring the delivery of a balanced budget at year end.

Information Resources

Work collaboratively to determine the resources, expertise and activities required to scale up programmes through the most cost effective routes.
Provide advice on and promote the introduction of digital information systems to support the promotion and up-take of quality improvement in primary care.
Rasing requisition and processing the purchase orders, and dealing with queries that arise. This is a daily task.
Train other members of the Digital Team and GPPSU how to use SharePoint and finance systems, this is a weekly task.

Professional Development

Undertake training and development requirements/opportunities as agreed with line manager and/or detailed in the personal development plan.
Demonstrate Continuing Personal Development in the realm of Digital.
Weekly research to keep up to date with the latest digital primary care online tools.

Freedom to Act

Will be expected to support meetings.
Ability to demonstrate independence of thought.
Need for a flexible approach to accommodate urgent or ad hoc requests.
Preparation for presentations at national, regional and local conferences.
Provide leadership and direction in programme areas, ensuring adherence to agreed milestones and targets and communicating progress at national and local levels.

Physical Skills

Long periods of time required at PC when collating reports, written correspondence., sitting in the same position for 2-3 hours.
Stamina and the ability to be flexible to changing hours/patterns of work to meet deadlines.

Other

The post holder must have a genuine passion for reducing inequalities and driving social inclusion.

Job description

Job responsibilities

Communication

To engage senior managers including executive directors and senior consultants in highly complex service development and change issues using appropriate communication methods and channels.
Influence people and events, formally and informally, both inside and outside formal programmes. This will include the requirement to develop and maintain constructive relationships when reconciling or resolving situations of conflict.
Develop and produce detailed agendas and briefing presentation materials using a variety of software applications to support Senior stakeholders.
Support and lead as a specialist resource for both clinical and non-clinical teams as they progress through the process of change. Continually liaise with key stakeholders in order to achieve significant whole system. The range of stakeholders will include Executive Directors, Senior Managers and Clinical teams.
Maintain, sustain and develop effective communication channels and collaborative working relationships with staff at all levels and with Directors and Senior Managers within the GP PSU.

Organisation and Planning

Undertake complex diary management demonstrating an understanding of the portfolios of work of the CIO and team to prioritise commitments appropriately.
Effectively manage diaries; prioritising meetings/appointments, as necessary, ensuring the CIO and team has sufficient work/reflective time and all deadlines are met.
Organise high level meetings including preparation of agendas, papers and briefings and collation and distribution of papers. Minute taking, production and distribution demonstrating exemplary minute taking skills.
Take and transcribe accurate minutes of formal meetings in a timely fashion, ensuring that all follow-up action is This is a key part of the role and the post holder must be confident and capable of taking minutes at board level.
Plan for situations, which are known; and to be able to re-prioritise work to accommodate unexpected situations and interruptions.
Plan and organise a range of events, including liaising with speakers, sourcing venues, inviting participants and guests and devising and sending details of confirmation of booking and joining instructions etc.
Undertake specific project work as requested including creating presentations and reports.
Coordinate the rolling programme of performance and development reviews and 1:1 meetings; scheduling meetings.
Optimise IT applications by effectively using all aspects of Microsoft applications to produce accurate and well-presented documentation, presentations etc.
Provide ad-hoc support to other directories within the GP PSU as required.
The post holder must also be able to communicate complex, sensitive and confidential information in an appropriate manner, eg HR/Financial information relating to specific staff via verbal or written communication.
Investigate and resolve complex invoice queries from Shared Business Services and suppliers.

Analytical and Judgement Skills

Problem solving skills and ability to respond to sudden unexpected demands.
Ability to analyse facts and situations and develop a range of options.
Support decisions on difficult and contentious issues where there may be a number of courses of action.
Strategic thinking ability to anticipate and resolve problems before they arise.
Analyse performance of services to ensure targets are reached.

Service Development and Research

Oversee the development and implementation of local and national monitoring and evaluation tools to demonstrate the effectiveness of Digital and Integration.

Patient/Client Care

The post holder will assist and respond to enquiries from members of the public/external organisations.
The post holder will be expected to assist with members of the public/external organisations e.g. in the event of a cyber attack.
The post holder will need to meet with patient groups to support practices with their engagement of gaining patients trust around digital products.

Responsibility for Policy/Service Development

To lead in the co-ordination and adjustment of programme plans to deliver service development and improvement programmes to include the scheduling of activities and milestones.
Work with senior managers and teams to identify opportunities for continual service improvement by utilising PPM methodologies and cloud technologies.
Work with colleagues within Regional, ICB and other stakeholders to promote good practice within the scope of particular programmes.

Finance and Resources

Contribute to the drawing up of the work budget, responsible for the monitoring of the budget and reporting progress at relevant business meetings. This includes responsibility for taking corrective action to ensure the delivery of a balanced programme budget.
Assist in managing all resulting resources through clear programme budgets ensuring the delivery of a balanced budget at year end.

Information Resources

Work collaboratively to determine the resources, expertise and activities required to scale up programmes through the most cost effective routes.
Provide advice on and promote the introduction of digital information systems to support the promotion and up-take of quality improvement in primary care.
Rasing requisition and processing the purchase orders, and dealing with queries that arise. This is a daily task.
Train other members of the Digital Team and GPPSU how to use SharePoint and finance systems, this is a weekly task.

Professional Development

Undertake training and development requirements/opportunities as agreed with line manager and/or detailed in the personal development plan.
Demonstrate Continuing Personal Development in the realm of Digital.
Weekly research to keep up to date with the latest digital primary care online tools.

Freedom to Act

Will be expected to support meetings.
Ability to demonstrate independence of thought.
Need for a flexible approach to accommodate urgent or ad hoc requests.
Preparation for presentations at national, regional and local conferences.
Provide leadership and direction in programme areas, ensuring adherence to agreed milestones and targets and communicating progress at national and local levels.

Physical Skills

Long periods of time required at PC when collating reports, written correspondence., sitting in the same position for 2-3 hours.
Stamina and the ability to be flexible to changing hours/patterns of work to meet deadlines.

Other

The post holder must have a genuine passion for reducing inequalities and driving social inclusion.

Person Specification

Personal Specification

Essential

Educated to degree level or equivalent training/experience
Appropriate demonstrable experience (e.g. Significant experience working in a similar environment)
Experience of successfully supporting project driven change management
Ability to focus, concentrate and accurately complete tasks within given timeframes whilst dealing with unscheduled interruptions e.g., changing priorities
You operate with openness and honesty and ensure you are approachable in conducting your role.

Desirable

Understand the requirements of Information Governance in relation to the NHS
Knowledge of the Oracle finance system
Ability to watch and listen to and interpret key messages and respond appropriately

Personal Specification

Essential

Substantial experience of formal high level minute taking.
Experience of working with Senior Managers, Executives and Boards.
Experience of successfully supporting projects / programmes at a national level.
A demonstrable understanding of equality, diversity and inclusion with evidence of personal impact in these areas

Personal Specification

Essential

Experience and knowledge of administrative procedures
Demonstrate working knowledge of Microsoft Office packages.
Significant experience in a support role
Understanding of PRINCE2 methodologies and practice
Experience of managing budgets.
Experience of working with commercial suppliers and external agencies.
Demonstrate an ability to provide, receive and record both routine and complex communications, electronically, orally and written.
You conduct yourself in a caring and considerate manner at all times.
You are respectful to others and listen to others.
Professionalism and understanding difference is key.
Commitment to principles of change management

Desirable

Able to effectively and appropriately deal with criticism and challenging people and situations.
Ability to positively and creatively challenge current thinking in order to develop new and better policy & operational working practices.
Able to significantly influence others who are based externally, to achieve national targets without any direct authority

Person Specification

Personal Specification

Essential

Educated to degree level or equivalent training/experience
Appropriate demonstrable experience (e.g. Significant experience working in a similar environment)
Experience of successfully supporting project driven change management
Ability to focus, concentrate and accurately complete tasks within given timeframes whilst dealing with unscheduled interruptions e.g., changing priorities
You operate with openness and honesty and ensure you are approachable in conducting your role.

Desirable

Understand the requirements of Information Governance in relation to the NHS
Knowledge of the Oracle finance system
Ability to watch and listen to and interpret key messages and respond appropriately

Personal Specification

Essential

Substantial experience of formal high level minute taking.
Experience of working with Senior Managers, Executives and Boards.
Experience of successfully supporting projects / programmes at a national level.
A demonstrable understanding of equality, diversity and inclusion with evidence of personal impact in these areas

Personal Specification

Essential

Experience and knowledge of administrative procedures
Demonstrate working knowledge of Microsoft Office packages.
Significant experience in a support role
Understanding of PRINCE2 methodologies and practice
Experience of managing budgets.
Experience of working with commercial suppliers and external agencies.
Demonstrate an ability to provide, receive and record both routine and complex communications, electronically, orally and written.
You conduct yourself in a caring and considerate manner at all times.
You are respectful to others and listen to others.
Professionalism and understanding difference is key.
Commitment to principles of change management

Desirable

Able to effectively and appropriately deal with criticism and challenging people and situations.
Ability to positively and creatively challenge current thinking in order to develop new and better policy & operational working practices.
Able to significantly influence others who are based externally, to achieve national targets without any direct authority

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.