Job summary
The Primary Care Team are looking for a motivated and enthusiastic individual with a pleasant and helpful manner to join our small team.
As first point of contact for the team, the post holder will deal with enquiries in a pleasant and helpful manner.
The post holder will provide a comprehensive administrative support to the team.
The interviews will take place on Friday 28th February and will consist of an interview and a short competency test.
Main duties of the job
The post holder must have excellent communication skills and the ability to work independently as well as within a team.
Good IT skills are necessary to support the effective running of the team.
They should have proven organisational skills and ability to prioritise workload with interruptions and changing priorities.
The post holder will be responsible for responding to and fielding queries to appropriate colleagues to maintain an orderly team mailbox.
About us
The NHS is the biggest employer in Europe which is full of challenges and opportunities
The ICB recognises the need for its workforce to represent the diversity of the population it serves and seeks to create an environment where diversity is celebrated and inclusivity matters. We are also keen to break down any barriers into the NHS, and would encourage applications from under-represented groups, including those from BME communities and disability groups.
In addition to a competitive salary, you will benefit from access to the generous NHS Pension Scheme as well of plenty of NHS exclusive discounts too.
Job description
Job responsibilities
- To act as first point of contact for the team, including monitoring of the generic team inbox, dealing with and responding effectively to queries and / or passing to an appropriate colleague
- To coordinate diaries and arrange meetings and appointments via Teams and face to face
- Ensure a well organised and run meeting by sharing documents electronically during meetings and recording apologies
- To produce action logs and chase up actions in a timely manner and ensure all records are up to date.
- To prepare and circulate agendas, papers and enclosures in consultation with managers, in a timely manner.
- To produce a daily communication email to Practices and other communications as required.
- To support the team with formatting of reports, papers, presentations, documents and correspondence as required, within specified timescales and distribute accordingly.
- To manage own workload and prioritise in liaison with line manager if required
- To support the team with data entry and collating and monitoring responses and feedback
- To support the team with producing surveys via Microsoft Forms.
- Ensure all invoices allocated to the department are approved in a timely manner and forwarded as appropriate.
- Support the team with the raising of purchase orders on the Oracle system.
- Maintain appropriate electronic filing systems for the team to ensure information is kept securely and is accessible to other members of the team.
- Provide an Information Asset Administrator function to support the Information Asset Owner as and when required.
- Support the team on the process and any associated requirements for new starters and leavers.
- To maintain complete confidentiality with regard to personal and sensitive issues in respect of both team and staff issues, including maintenance of personal files.
- Create and maintain annual leave logs for the team, including a Christmas rota, flagging any gaps to line manager
- Co-ordinate complaints, queries and Freedom of Information requests to the correct staff member, maintaining a log, and ensuring they are completed and closed by the required deadline.
- Administering communications to the wider team, including reminders to ensure maintenance of work logs, risk logs etc.
- To provide guidance and advice on relevant policies and procedures relevant to work area.
- To participate in staff development processes, identifying and agreeing own development needs within Directorate objectives.
Job description
Job responsibilities
- To act as first point of contact for the team, including monitoring of the generic team inbox, dealing with and responding effectively to queries and / or passing to an appropriate colleague
- To coordinate diaries and arrange meetings and appointments via Teams and face to face
- Ensure a well organised and run meeting by sharing documents electronically during meetings and recording apologies
- To produce action logs and chase up actions in a timely manner and ensure all records are up to date.
- To prepare and circulate agendas, papers and enclosures in consultation with managers, in a timely manner.
- To produce a daily communication email to Practices and other communications as required.
- To support the team with formatting of reports, papers, presentations, documents and correspondence as required, within specified timescales and distribute accordingly.
- To manage own workload and prioritise in liaison with line manager if required
- To support the team with data entry and collating and monitoring responses and feedback
- To support the team with producing surveys via Microsoft Forms.
- Ensure all invoices allocated to the department are approved in a timely manner and forwarded as appropriate.
- Support the team with the raising of purchase orders on the Oracle system.
- Maintain appropriate electronic filing systems for the team to ensure information is kept securely and is accessible to other members of the team.
- Provide an Information Asset Administrator function to support the Information Asset Owner as and when required.
- Support the team on the process and any associated requirements for new starters and leavers.
- To maintain complete confidentiality with regard to personal and sensitive issues in respect of both team and staff issues, including maintenance of personal files.
- Create and maintain annual leave logs for the team, including a Christmas rota, flagging any gaps to line manager
- Co-ordinate complaints, queries and Freedom of Information requests to the correct staff member, maintaining a log, and ensuring they are completed and closed by the required deadline.
- Administering communications to the wider team, including reminders to ensure maintenance of work logs, risk logs etc.
- To provide guidance and advice on relevant policies and procedures relevant to work area.
- To participate in staff development processes, identifying and agreeing own development needs within Directorate objectives.
Person Specification
Knowledge, Training & Experience
Essential
- Educated to NVQ 3 level in a relevant subject or equivalent level of qualification
- GCSE (or equivalent) in Maths and English at C or above (or equivalent)
- Significant administrative and secretarial experience
- Demonstrable experience in dealing with the public and dealing with sensitive and confidential information.
- Intermediate knowledge of IT systems and software programmes including Microsoft Outlook, Word, Excel, Powerpoint, Teams and Forms.
- Understanding of Confidentiality and Data Protection Act.
Desirable
- Knowledge of NHS issues
- Previously worked in similar position within the public sector
Communication Skills
Essential
- Clear communicator with excellent writing, data entry and presentation skills: capable of constructing and delivering clear information/ instructions to staff and service users
- Ability to work under pressure in a busy working environment and able to multi-task
- Effective team working
Desirable
Autonomy
Essential
- Ability to work without supervision
- Able to work on own initiative, organising and prioritising own workload to changing and often tight deadlines
Equality and Diversity
Essential
- Understanding of and commitment to equality of opportunity and good working relationships
Person Specification
Knowledge, Training & Experience
Essential
- Educated to NVQ 3 level in a relevant subject or equivalent level of qualification
- GCSE (or equivalent) in Maths and English at C or above (or equivalent)
- Significant administrative and secretarial experience
- Demonstrable experience in dealing with the public and dealing with sensitive and confidential information.
- Intermediate knowledge of IT systems and software programmes including Microsoft Outlook, Word, Excel, Powerpoint, Teams and Forms.
- Understanding of Confidentiality and Data Protection Act.
Desirable
- Knowledge of NHS issues
- Previously worked in similar position within the public sector
Communication Skills
Essential
- Clear communicator with excellent writing, data entry and presentation skills: capable of constructing and delivering clear information/ instructions to staff and service users
- Ability to work under pressure in a busy working environment and able to multi-task
- Effective team working
Desirable
Autonomy
Essential
- Ability to work without supervision
- Able to work on own initiative, organising and prioritising own workload to changing and often tight deadlines
Equality and Diversity
Essential
- Understanding of and commitment to equality of opportunity and good working relationships
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.
