Job summary
Are you an organised, proactive administrator who thrives in a busy, supportive environment? We are looking for a Administration Officer to provide high quality administrative and diary management support to our Neighbourhood Health Place Team. As our health system moves to serve our communities in a more local and accessible way, the place teams provide direction and support to health, care, and community organisations, helping to shape the future landscape. Kernow Health are pleased to be supporting in hosting employment of this role for a 12 month fixed term contract initially.
As well as having the right experience, the right person will need to work closely with our existing admin and project support team, so personality, approachability and the ability to build positive working relationships are just as important.
We are looking for someone who:
- Has experience in a busy administrative role and confidence using Microsoft Office applications
- Is an excellent organiser, able to manage competing priorities and work proactively
- Communicates clearly and professionally with stakeholders at all levels
- Shows integrity, compassion and a commitment to continuous learning
The role will be 37.5 hours per week which will be hybrid working from home with travel as required, including office base in Truro at least one day per week.
Main duties of the job
The post-holder
will provide a comprehensive, professional, effective and efficient
administration service to the team, including the management of multiple
diaries to arrange meetings and events as required, requiring good negotiation
skills to secure mutually agreed outcomes.
The post-holder
will be responsible for organising team meetings and events including the
effective management of the calendar and emails ensuring work is delivered to
agreed timescales and that report requirements, deadlines etc. are met.
About us
Kernow Health CIC is a Community Interest Company supporting General Practice and delivering Primary Care Services at scale across Cornwall. Established in 2011 by a group of Cornwall practices, we deliver several NHS contracts, including:
- Cornwall 111 Integrated Urgent Care Service
- School Immunisation Programme
- Children's Eating Disorder Service
- Cornwall Primary Care Training Hub
- Special Allocation Scheme
All profits are reinvested to benefit primary care across Cornwall, supporting sustainable and locally responsive healthcare.
Why Join Us?
- Access to NHS Pension Scheme.
- Competitive annual leave with buy/sell options.
- Competitive sickness, maternity and paternity provisions.
- Employee benefits programme via Vivup.
- Access to training and professional development through the Cornwall Primary Care Training Hub.
- Be part of a supportive, experienced and forward-thinking management team.
Job description
Job responsibilities
Key Duties and Responsibilities:
Role specific
- Provide admin support for the whole place team, working closely with the admin support and project support team members as directed.
- Develop effective working relationships within broad range of internal and external stakeholders. This includes developing an effective communication network within the business support team, senior executives, and health and social care partners, voluntary and public sector organisations.
- Carry out a range of business administration activities, with responsibility for establishing meetings, diary management and recording annual leave for team members.
- Searching for and securing appropriate venues for a range of meetings and events.
- Timely production of papers and other documents for internal and external meetings, of which some will also relate to cross system-wide meetings including the drafting of high-quality documents (emails, letters, presentations), with varying degree of instruction or support.
- Transcribing of minutes and notes at formal and informal meetings as required
- Ability to manage own workload and to be proactive whilst recognising boundaries of authority, knowledge and skills
- Proactively horizon scan for risks or opportunities where you can make recommendations to develop or improve to processes, procedures or methods of working within the team
- Plan, organise and balance competing priorities ensuring that you are task and result focussed to ensure deadlines are met and outcomes achieved whilst providing an efficient and effective administrative service.
- Undertake reporting of information, including collating reports for the line manager team highlighting any risks or outstanding actions
- Ability to change to react quickly to changing demands and circumstances dealing with all matters confidentially, sensitively and with integrity.
- Support the arrangements for team out of county travel.
General
- Actively contribute to the Organisations values and behaviours ensuring that relevant processes are open and transparent and encourage the confidence of staff, patients, partner organisations, the public and other agencies.
- Promote a positive organisational image.
- Promote own personal and others health, safety, and security, taking the appropriate action to report risk in accordance with policy.
- Ensure that equipment and resources are managed effectively to reduce waste and promote cost efficiency.
- Ensure the safe keeping and maintenance of equipment in accordance with policy, reporting defect or loss.
- Maintain personal development to meet the changing demands of the job, participate in an annual appraisal and appropriate training activities.
- Ensure compliance with all Kernow Health CIC statutory and mandatory training requirements, policies and protocols.
- Take appropriate responsibility to ensure that your objectives are aligned with the core team and organisational objectives.
- To demonstrate agility through adapting to the needs of the organisation by working flexibly in response to changing organisational requirements and priorities.
- You will be expected to carry out any other duties that may reasonably be required in line with your main duties, as directed by your line manager.
Freedom to Act
The post holder is expected to be able to work under their own autonomy delivering against the outlined duties and responsibilities but within a team environment. The team has agreed goals and deliverables which must be undertaken in a timely way against clear specifications.
Working Conditions / Effort
Role is desk based with frequent VDU use in an office environment. May experience occasional interruptions whilst a frequent need for concentration is required. Requirement to attend meetings online and in person at office locations where access to independent travel may be required. Limited exposure to distressing or emotional circumstances or imparting unwelcome information.
Requirement to attend meetings online and in person at office or other locations where access to independent travel may be required.
Values
Our shared values guide our actions and describe how we behave and how we make our business decisions, and we expect all employees to demonstrate its Values as follows:
- We have Integrity. We will be real, honest and authentic.
- We are Ambitious. We will seek new opportunities and not afraid to push boundaries.
- We will be Responsive. We will be proactive and responsive to our own and partner needs now and in the future.
- We are Reliable. We will be the trusted partner and for partners to know that we will deliver what we say we will.
- We will be Creative. We will look at different ways of working in the present and the future
- We will always be Professional. Everything we do, we will do it well. We have high quality standards in all that we seek to achieve
Corporate Requirements and Responsibilities
General
- Confidentiality: In line with the Data Protection Act 1998 and general data protection regulations and the Caldicott Principles of Confidentiality, the post holder will be expected to maintain confidentiality as outlined in the contract of employment. This legal duty of confidentiality continues to apply after an employee has left Kernow Health CIC. The post holder may access information only on a need to know basis in the direct discharge of duties and divulge information only in the proper course of duties.
- Health and Safety: The post holder is required to ensure health and safety duties and requirements are complied with. It is the post holders personal responsibility to conform to procedures, rules and codes of practice. All staff have a responsibility to access Occupational Health and other support in times of need and advice.
- Risk Management: The post holder will be required to comply with Kernow Health CICs Health and Safety Policy and actively participate in this process, having responsibility for managing risks and reporting exceptions.
- Safeguarding Children and Adults: Kernow Health CIC is committed to safeguarding children and adults and therefore all staff must attend/ complete the required level of safeguarding children and adults training.
- No Smoking: To give all patients, visitors and staff the best chance to be healthy, all Kernow Health premises and grounds are smoke free.
- Equality and Diversity: All staff have a personal responsibility under the Equality Act 2010 to ensure they do not discriminate, harass, or bully or contribute to the discrimination, harassment or bullying of any colleague(s) or visitors or condone discrimination or bullying by others. The post holder will be responsible for promoting diversity and equality of opportunity across all areas of your work. This applies to service delivery as an employee and for anyone who you may be working with. You will be made aware of your responsibilities to uphold organisational policies and principles on the promotion of equality valuing diversity and respecting peoples human rights as part of your everyday practice.
Please note:
Rehabilitation of Offenders Act
This post is exempt from the Rehabilitation of Offenders Act 1974. Should you be offered the post it will be subject to a DBS check from the Disclosure and Barring Service (DBS) before the appointment is confirmed. This will include details of cautions, reprimands, final warnings, as well as convictions.
Job description
Job responsibilities
Key Duties and Responsibilities:
Role specific
- Provide admin support for the whole place team, working closely with the admin support and project support team members as directed.
- Develop effective working relationships within broad range of internal and external stakeholders. This includes developing an effective communication network within the business support team, senior executives, and health and social care partners, voluntary and public sector organisations.
- Carry out a range of business administration activities, with responsibility for establishing meetings, diary management and recording annual leave for team members.
- Searching for and securing appropriate venues for a range of meetings and events.
- Timely production of papers and other documents for internal and external meetings, of which some will also relate to cross system-wide meetings including the drafting of high-quality documents (emails, letters, presentations), with varying degree of instruction or support.
- Transcribing of minutes and notes at formal and informal meetings as required
- Ability to manage own workload and to be proactive whilst recognising boundaries of authority, knowledge and skills
- Proactively horizon scan for risks or opportunities where you can make recommendations to develop or improve to processes, procedures or methods of working within the team
- Plan, organise and balance competing priorities ensuring that you are task and result focussed to ensure deadlines are met and outcomes achieved whilst providing an efficient and effective administrative service.
- Undertake reporting of information, including collating reports for the line manager team highlighting any risks or outstanding actions
- Ability to change to react quickly to changing demands and circumstances dealing with all matters confidentially, sensitively and with integrity.
- Support the arrangements for team out of county travel.
General
- Actively contribute to the Organisations values and behaviours ensuring that relevant processes are open and transparent and encourage the confidence of staff, patients, partner organisations, the public and other agencies.
- Promote a positive organisational image.
- Promote own personal and others health, safety, and security, taking the appropriate action to report risk in accordance with policy.
- Ensure that equipment and resources are managed effectively to reduce waste and promote cost efficiency.
- Ensure the safe keeping and maintenance of equipment in accordance with policy, reporting defect or loss.
- Maintain personal development to meet the changing demands of the job, participate in an annual appraisal and appropriate training activities.
- Ensure compliance with all Kernow Health CIC statutory and mandatory training requirements, policies and protocols.
- Take appropriate responsibility to ensure that your objectives are aligned with the core team and organisational objectives.
- To demonstrate agility through adapting to the needs of the organisation by working flexibly in response to changing organisational requirements and priorities.
- You will be expected to carry out any other duties that may reasonably be required in line with your main duties, as directed by your line manager.
Freedom to Act
The post holder is expected to be able to work under their own autonomy delivering against the outlined duties and responsibilities but within a team environment. The team has agreed goals and deliverables which must be undertaken in a timely way against clear specifications.
Working Conditions / Effort
Role is desk based with frequent VDU use in an office environment. May experience occasional interruptions whilst a frequent need for concentration is required. Requirement to attend meetings online and in person at office locations where access to independent travel may be required. Limited exposure to distressing or emotional circumstances or imparting unwelcome information.
Requirement to attend meetings online and in person at office or other locations where access to independent travel may be required.
Values
Our shared values guide our actions and describe how we behave and how we make our business decisions, and we expect all employees to demonstrate its Values as follows:
- We have Integrity. We will be real, honest and authentic.
- We are Ambitious. We will seek new opportunities and not afraid to push boundaries.
- We will be Responsive. We will be proactive and responsive to our own and partner needs now and in the future.
- We are Reliable. We will be the trusted partner and for partners to know that we will deliver what we say we will.
- We will be Creative. We will look at different ways of working in the present and the future
- We will always be Professional. Everything we do, we will do it well. We have high quality standards in all that we seek to achieve
Corporate Requirements and Responsibilities
General
- Confidentiality: In line with the Data Protection Act 1998 and general data protection regulations and the Caldicott Principles of Confidentiality, the post holder will be expected to maintain confidentiality as outlined in the contract of employment. This legal duty of confidentiality continues to apply after an employee has left Kernow Health CIC. The post holder may access information only on a need to know basis in the direct discharge of duties and divulge information only in the proper course of duties.
- Health and Safety: The post holder is required to ensure health and safety duties and requirements are complied with. It is the post holders personal responsibility to conform to procedures, rules and codes of practice. All staff have a responsibility to access Occupational Health and other support in times of need and advice.
- Risk Management: The post holder will be required to comply with Kernow Health CICs Health and Safety Policy and actively participate in this process, having responsibility for managing risks and reporting exceptions.
- Safeguarding Children and Adults: Kernow Health CIC is committed to safeguarding children and adults and therefore all staff must attend/ complete the required level of safeguarding children and adults training.
- No Smoking: To give all patients, visitors and staff the best chance to be healthy, all Kernow Health premises and grounds are smoke free.
- Equality and Diversity: All staff have a personal responsibility under the Equality Act 2010 to ensure they do not discriminate, harass, or bully or contribute to the discrimination, harassment or bullying of any colleague(s) or visitors or condone discrimination or bullying by others. The post holder will be responsible for promoting diversity and equality of opportunity across all areas of your work. This applies to service delivery as an employee and for anyone who you may be working with. You will be made aware of your responsibilities to uphold organisational policies and principles on the promotion of equality valuing diversity and respecting peoples human rights as part of your everyday practice.
Please note:
Rehabilitation of Offenders Act
This post is exempt from the Rehabilitation of Offenders Act 1974. Should you be offered the post it will be subject to a DBS check from the Disclosure and Barring Service (DBS) before the appointment is confirmed. This will include details of cautions, reprimands, final warnings, as well as convictions.
Person Specification
Experience
Essential
- Experience working at a similar level in an administrative role
- Proven experience of working in a busy office environment
- Communicating and liaising with all levels of stakeholders
Personal Qualities
Essential
- Able to demonstrate compassion in the workplace with a track record of active challenge to support improvements in equality, diversity, inclusion, and/or social justice
- Demonstrates the living values of openness and integrity, contributing to cultures where this thrives
- Committed to continuing professional development, actively developing and supporting a continuous learning culture
- Demonstrates behaviours that support innovation and transformation
Additional Requirements
Essential
- Full driving licence and own vehicle to travel to work base and meetings around Cornwall
Skills and Abilities
Essential
- Proven experience of using MS Office applications (Word/Excel/ PowerPoint)
- Excellent planning and organisational skills
- Prioritise workload and workloads of others to meet rapidly changing deadlines
- Work on own initiative and take decisions on behalf of manager where and when appropriate
- Set up and maintain effective administrative office systems both electronic and paper based
- Apply tact, diplomacy and good problem-solving skills i.e. complex diary scheduling working across organisations
- Organise meetings and take comprehensive accurate minutes
- Be proactive and plan ahead, able to react quickly to changing scenarios
Qualifications
Essential
- NVQ level 3 in relevant business/administration qualification or equivalent level of qualification, or significant experience as personal assistant/business administrator
- 5 GCSEs or equivalent including English and Maths
- RSA 111 typing/word processing or equivalent
Person Specification
Experience
Essential
- Experience working at a similar level in an administrative role
- Proven experience of working in a busy office environment
- Communicating and liaising with all levels of stakeholders
Personal Qualities
Essential
- Able to demonstrate compassion in the workplace with a track record of active challenge to support improvements in equality, diversity, inclusion, and/or social justice
- Demonstrates the living values of openness and integrity, contributing to cultures where this thrives
- Committed to continuing professional development, actively developing and supporting a continuous learning culture
- Demonstrates behaviours that support innovation and transformation
Additional Requirements
Essential
- Full driving licence and own vehicle to travel to work base and meetings around Cornwall
Skills and Abilities
Essential
- Proven experience of using MS Office applications (Word/Excel/ PowerPoint)
- Excellent planning and organisational skills
- Prioritise workload and workloads of others to meet rapidly changing deadlines
- Work on own initiative and take decisions on behalf of manager where and when appropriate
- Set up and maintain effective administrative office systems both electronic and paper based
- Apply tact, diplomacy and good problem-solving skills i.e. complex diary scheduling working across organisations
- Organise meetings and take comprehensive accurate minutes
- Be proactive and plan ahead, able to react quickly to changing scenarios
Qualifications
Essential
- NVQ level 3 in relevant business/administration qualification or equivalent level of qualification, or significant experience as personal assistant/business administrator
- 5 GCSEs or equivalent including English and Maths
- RSA 111 typing/word processing or equivalent
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.
