Job summary
As a Contracts Administrator the post holder will work as part of a dynamic team in delivering an effective service supporting managers and staff across the SW Public Health Commissioning Team to:
- work as part of a team in delivering an effective service supporting managers and staff across the region/local area.
- To deliver an effective and competent level of receptionist and/or clerical support and consistently deliver a "client-focused" service which promotes good customer service and effective working relationships.
Main duties of the job
- Answer telephone calls, taking messages and passing on information accurately to the relevant departments/person.
- Promote the image of the department, checking that notices and leaflets are up to date and well presented.
- Ensure that all complaints, comments and suggestions are dealt with appropriately, in accordance with policy, resolving where possible and escalating to line manager when appropriate.
- Responsible for photocopying and word processing documents, letters, emails, minutes and reports when required.
- Able to work on own initiative and unsupervised, within defined policies and procedures to set timescales.
- Responsible for organising meetings for the department and planning any administrative work as required.
- Demonstrate office systems and department requirements to new starters.
- Inputting into, monitoring and printing reports from computerised systems.
- To carry out other appropriate delegated duties as required
- To provide administrative support for the Calculating Quality Reporting System (CQRS) across the South West region - a GP Payment System for Vaccinations and Immunisations
Business Continuity
- To be aware of and contribute to the organisation's business continuity management system, when required.
- To be aware of and adhere to local and national business continuity procedure.
About us
The NHS England board have set out the top-level purpose for the new organisation to lead the NHS in England to deliver high-quality services for all, which will inform the detailed design work and we will achieve this purpose by:
- Enabling local systems and providers to improve the health of their people and patients and reduce health inequalities.
- Making the NHS a great place to work, where our people can make a difference and achieve their potential.
- Working collaboratively to ensure our healthcare workforce has the right knowledge, skills, values and behaviours to deliver accessible, compassionate care
- Optimising the use of digital technology, research, and innovation
- Delivering value for money.
If you would like to know more or require further information, please visithttps://www.england.nhs.uk/.
Colleagues with a contractual office base are expected to spend, on average, at least 40% of their time working in-person.
Staff recruited from outside the NHS will usually be appointed at the bottom of the pay band.
NHS England hold a Sponsor Licence; this means that we may be able to sponsor you providing the Home Office requirements are met. To be eligible for sponsorship through the Skilled Worker route you'll usually need to be paid the 'standard' salary rate of at least £38,700 per year, or the 'going rate' for your job, whichever is higher. You can find more information on the Government website.
Job description
Job responsibilities
- Act as receptionist/first point of contact for the department, dealing with routine and specialist enquiries in a pleasant and helpful manner, communicating relevant information to stakeholders, referring to others as appropriate.
- Answer telephone calls, taking messages and passing on information accurately to the relevant departments/person.
- Responsible for ensuring that general office supply levels are maintained and secured appropriately.
- Responsible for sorting of all incoming post and ensure distribution to the relevant departments, ensuring that all out going post is documented, recorded delivery and where directed post is sent recorded delivery, where applicable.
- Promote the image of the department, checking that notices and leaflets are up to date and well presented.
- Ensure that all complaints, comments and suggestions are dealt with appropriately, in accordance with policy, resolving where possible and escalating to line manager when appropriate.
- Responsible for photocopying and word processing documents, letters, emails, minutes and reports when required.
- Able to work on own initiative and unsupervised, within defined policies and procedures to set timescales.
- Responsible for organising meetings for the department and planning any administrative work as required.
- Demonstrate office systems and department requirements to new starters.
- Inputting into, monitoring and printing reports from computerised systems.
- To carry out other appropriate delegated duties as required
- To provide administrative support for the Calculating Quality Reporting System (CQRS) across the South West region - a GP Payment System for Vaccinations and Immunisations
You can find further details about the job, in the attached Job Description and other supporting documents.
Job description
Job responsibilities
- Act as receptionist/first point of contact for the department, dealing with routine and specialist enquiries in a pleasant and helpful manner, communicating relevant information to stakeholders, referring to others as appropriate.
- Answer telephone calls, taking messages and passing on information accurately to the relevant departments/person.
- Responsible for ensuring that general office supply levels are maintained and secured appropriately.
- Responsible for sorting of all incoming post and ensure distribution to the relevant departments, ensuring that all out going post is documented, recorded delivery and where directed post is sent recorded delivery, where applicable.
- Promote the image of the department, checking that notices and leaflets are up to date and well presented.
- Ensure that all complaints, comments and suggestions are dealt with appropriately, in accordance with policy, resolving where possible and escalating to line manager when appropriate.
- Responsible for photocopying and word processing documents, letters, emails, minutes and reports when required.
- Able to work on own initiative and unsupervised, within defined policies and procedures to set timescales.
- Responsible for organising meetings for the department and planning any administrative work as required.
- Demonstrate office systems and department requirements to new starters.
- Inputting into, monitoring and printing reports from computerised systems.
- To carry out other appropriate delegated duties as required
- To provide administrative support for the Calculating Quality Reporting System (CQRS) across the South West region - a GP Payment System for Vaccinations and Immunisations
You can find further details about the job, in the attached Job Description and other supporting documents.
Person Specification
Knowledge and Experience
Essential
- Significant administrative/ secretarial experience including initiating and maintaining office systems - At least 2 years' experience working in a support role.
- Demonstrable experience in dealing with the public and dealing with sensitive and confidential information.
- Intermediate knowledge of Microsoft programmes such as Outlook, Word, Excel, PowerPoint and Teams.
- Proven ability to collate large amounts of data, enter into spreadsheets, order, present, analyse and summarise findings.
Desirable
- Basic understanding of population-based screening and immunisation programmes
- Understanding of project management and commissioning cycle within the NHS
Values and Behaviours
Essential
- Commitment to and focused on quality, promotes high standards in all they do.
- Values diversity and difference, operates with integrity and openness.
Equality and Diversity
Essential
- Understanding of and commitment to equality of opportunity and good working relationships.
Other
Essential
- An ability to maintain confidentiality and trust and an awareness of information governance requirements and data protection
Qualifications
Essential
- Educated to NVQ 3 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.
Skills and Capabilities
Essential
- Able to work on own initiative, organising and prioritising own and others workloads to changing and often tight deadlines.
- Ability to work with uncertainty in a fast paced and changing environment, adapting according to need, able to multi-task
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 use online communication platforms such as Microsoft teams to conduct business.
Person Specification
Knowledge and Experience
Essential
- Significant administrative/ secretarial experience including initiating and maintaining office systems - At least 2 years' experience working in a support role.
- Demonstrable experience in dealing with the public and dealing with sensitive and confidential information.
- Intermediate knowledge of Microsoft programmes such as Outlook, Word, Excel, PowerPoint and Teams.
- Proven ability to collate large amounts of data, enter into spreadsheets, order, present, analyse and summarise findings.
Desirable
- Basic understanding of population-based screening and immunisation programmes
- Understanding of project management and commissioning cycle within the NHS
Values and Behaviours
Essential
- Commitment to and focused on quality, promotes high standards in all they do.
- Values diversity and difference, operates with integrity and openness.
Equality and Diversity
Essential
- Understanding of and commitment to equality of opportunity and good working relationships.
Other
Essential
- An ability to maintain confidentiality and trust and an awareness of information governance requirements and data protection
Qualifications
Essential
- Educated to NVQ 3 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.
Skills and Capabilities
Essential
- Able to work on own initiative, organising and prioritising own and others workloads to changing and often tight deadlines.
- Ability to work with uncertainty in a fast paced and changing environment, adapting according to need, able to multi-task
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 use online communication platforms such as Microsoft teams to conduct business.
