Job summary
To provide administrative and project office support to the Individual Funding Request (IFR), Clinical Policy Development Group (PDG) and Non-Contractual Activity (NCA): including, the preparation of agendas and minutes, managing inbox, taking appropriate follow-up action as required. Supporting the team with the management of projects, gathering information and undertaking enquires as and when necessary for the team.
Working closely with colleagues across the Quality Directorate, Health Equity and other directorates and organisations in NWL.
Be a key member of the team as well as supporting effective communication and stakeholder management, both internally and externally.
Main duties of the job
Responsible for day-to-day support to the team for allocated work
areas.
Responsible for providing administrative support in line with defined
work areas, carrying out standard office and administrative functions,
including but not limited to:
Diary coordination and setting up of meetings/events
IFR inbox management
Preparation, coordination and distribution of agendas; distributing
minutes, reports and documentation in a timely manner (as
mandated)
Minute taking, action log recording etc. to include distribution and
chasing updates as appropriate
Prioritising workload & deadlines to completion
Responsible for decisions made during the course of duties, seeking
guidance and escalating issues where appropriate
Acting as point of contact for the IFR & NCA, dealing and responding
effectively to general enquiries and complex confidential queries
Ensuring all urgent and/or confidential communications are received
and distributed from/to relevant parties in a timely manner.
Organising and planning meetings / events as necessary with
supporting information material as needed.
Maintaining effective filing systems, to ensure that information is kept
securely and is accessible to other members of the team
Communicating effectively with colleagues and partners at all levels
Equalities legislation does not require a job advertisement to be
available for a specific length of time. However, there is a
requirement that the means of attracting applications is fair, objective
and free from discrimination.
About us
NHS North West London Integrated Care Board (NHS NWL ICB) is a statutory body responsible for planning and allocating health and care resources to improve the lives of people in eight boroughs across North West London: Brent, Ealing, Hammersmith and Fulham, Harrow, Hillingdon, Hounslow, Royal Borough of Kensington and Chelsea and Westminster.The local population is large and diverse, with a wide range of health and care needs that are evolving all the time. Working with our partners including Councils, NHSprovider Trusts, GPs and voluntary and community organisations, we plan and allocate NHS resource to deliver a wide range of services including urgent and emergency care, mental health, primary care, elective hospital services and community care.
Working for us, you can help ensure that our residents and patients have access to the right services when they need them and assist them take greater care of their own health to ensure they live longer, healthier lives.
To do this we will:
improve outcomes in population health and healthcarereduce inequalities in health outcomes, experience, and accessenhance productivity and better value for moneysupport broader social and economic development within our area.We're proud of our staff and the contribution they make and are committed to developing their knowledge and skills in a supportive, inclusive, and values-led organisation.
Job description
Job responsibilities
For more information on the detailed job description and main responsibilities for this role, please read the job description and person specification document provided on this advert.
Job description
Job responsibilities
For more information on the detailed job description and main responsibilities for this role, please read the job description and person specification document provided on this advert.
Person Specification
Experience, Knowledge and Skills
Essential
- IT proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), with the ability to manage documents, spreadsheets, emails, and schedules accurately and efficiently.
- Previous administrative experience in a office environment
- Experience managing email inboxes, ensuring timely responses and effective organisation of tasks, including flagging and escalating matters as appropriate.
- Experience in minute-taking for meetings, accurately recording discussions, decisions, and actions, with the ability to produce clear and concise minutes and circulate them promptly.
- Excellent organisational skills with a demonstrated ability to prioritise tasks and manage multiple demands on time.
- Strong written and verbal communication skills, with the ability to liaise effectively and professionally with a range of internal and external stakeholders, including senior leadership, colleagues, and patients.
- Strong attention to detail, ensuring accuracy in administrative tasks, data entry, and when producing documents such as meeting minutes or reports
- Experience of using Databases
Desirable
- Previous administrative experience within healthcare, the public sector, or the NHS.
- Experience in handling sensitive and confidential information, including dealing with private patient data or personal cases in a manner that adheres to data protection and confidentiality guidelines (GDPR).
Qualifications
Essential
- GCSEs (or equivalent) in English and Maths at grade C /5 or above.
Desirable
- NVQ Level 2/3 in Business Administration or equivalent experience. (
Person Specification
Experience, Knowledge and Skills
Essential
- IT proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), with the ability to manage documents, spreadsheets, emails, and schedules accurately and efficiently.
- Previous administrative experience in a office environment
- Experience managing email inboxes, ensuring timely responses and effective organisation of tasks, including flagging and escalating matters as appropriate.
- Experience in minute-taking for meetings, accurately recording discussions, decisions, and actions, with the ability to produce clear and concise minutes and circulate them promptly.
- Excellent organisational skills with a demonstrated ability to prioritise tasks and manage multiple demands on time.
- Strong written and verbal communication skills, with the ability to liaise effectively and professionally with a range of internal and external stakeholders, including senior leadership, colleagues, and patients.
- Strong attention to detail, ensuring accuracy in administrative tasks, data entry, and when producing documents such as meeting minutes or reports
- Experience of using Databases
Desirable
- Previous administrative experience within healthcare, the public sector, or the NHS.
- Experience in handling sensitive and confidential information, including dealing with private patient data or personal cases in a manner that adheres to data protection and confidentiality guidelines (GDPR).
Qualifications
Essential
- GCSEs (or equivalent) in English and Maths at grade C /5 or above.
Desirable
- NVQ Level 2/3 in Business Administration or equivalent experience. (
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).
