Job summary
An exciting opportunity has become available for a well organised and self-motivated individual to join the Strategy and Planning Team in the role of the Planning Administrator. The post is part time, 26.25 hours (3.5 days) worked Tuesday, Wednesday Thursday and Friday morning.
The successful candidate will be a proactive individual with a positive 'can do' attitude, excellent organisational, written and verbal communication skills. We are looking for someone with strong IT skills with the ability to produce accurate documents and reports. You will also be able to work on your own initiative, managing and planning your own work load effectively and keeping a cool head under pressure.
This role will support the Strategy and Planning Leadership Team whose work spans the entirety of the Trust and will provide insight and the experience of working alongside senior members of the organisation.
If you think you have the drive, commitment and enthusiasm to successfully support our team here at Sheffield Health and Social Care NHS Foundation Trust, we want to hear from you.
Main duties of the job
Describe what the candidate will do and the skills you are looking for. This will help someone decide if they want to apply. Here you will need to include the most important skills and qualities.
The purpose of this role is to provide a comprehensive administrative service to the Strategy and Planning team to enable it to deliver its core functions. The post holder will be responsible for undertaking administrative tasks to a high standard including:
- Scheduling and facilitating meetings (including Business Planning Group (BPG), Annual Integrated Planning Group (AIPG). Ensuring papers for meetings are assured and issued within set timescales and agendas and accurate records of meetings are agreed with Chairs.
- Maintaining project documentation and supporting the team to provide a strategy and planning reporting function.
- Completing administration tasks to promote the smooth running of the Strategy and Planning team including overseeing administrative databases, action and risk logs, and coordinating workflow around forward planning.
The successful candidate will be a proactive individual with a positive 'can do' attitude, excellent organisational, written and verbal communication skills. We are looking for someone with strong IT skills with the ability to produce accurate documents and reports. You will also be able to work on your own initiative, managing and planning your own work load effectively and keeping a cool head under pressure.
About us
We are passionate about providing the very best care to the people we support, and we're looking for amazing people who share this passion to join us.
What is it that makes our Trust such a special place to work? Well, it's all about the people. Our staff, service users, carers and families all come from such diverse backgrounds and all have expertise and stories to share.
It's important that you feel supported in your role, that the people who you work with are as passionate as you are and that your health and wellbeing is taken care of
If you're interested in developing your career, you'll have access to a range of training and education opportunities, including apprenticeships, work experience and placements, as well as the chance to get involved in research.
We are all very proud of the difference we make to people's lives each and every day and if that's something that you'd like to be part of we'd love to have you with us.
Job description
Job responsibilities
General requirements
The post holder will be responsible for undertaking administrative tasks to a high standard. This includes:
- Scheduling and facilitating meetings (including Business Planning Group (BPG), Annual Integrated Planning Group (AIPG). Ensuring papers for meetings are assured and issued within set timescales and agendas and accurate records of meetings are agreed with Chairs.
- Maintaining project documentation and supporting the team to provide a strategy and planning reporting function.
- Completing administration tasks to promote the smooth running of the Strategy and Planning team including overseeing administrative databases, action and risk logs, and coordinating workflow around forward planning.
Principle Duties
Administration
- Schedule BPG, AIPG and team meetings, to ensure the flow of information to the parent committee.
- Agree agendas and required papers with the Chairs of meetings prior to meetings.
- Inform colleagues of required papers for meetings, support them to submit papers on time to the Business Planning team, and as required, schedule and arrange for their assurance prior to issuing for the meeting
- Facilitate meetings ensuring Chairs are provided with attendees, apologies, details of quoracy and key documentation to promote the smooth running of the meetings
- Write high quality summary minutes/notes and maintain action and decision logs for approval by the Chair
- Coordinate the collation of papers for submission to the BPG and AIPG
- Facilitate the Business Case tracker by arranging extraordinary meetings, coordinating business case documentation, supporting colleagues through the process and attending the meetings to take accurate summary notes and updating action and decision logs post meeting
- Support the team in collating information and producing reports for Boards and Committees
- Assist with the maintenance of action logs, plans and issues and risk registers
- Assist with the development of planning processes and templates
- Support the team in the creation of communications, briefings, presentations pertaining to strategy and planning
Business Planning Administration
- Manage the Business Planning mailbox ensuring team members receive e-mails of pertinence to their work
- Maintain the Business Planning SharePoint site as a configuration library for Business Planning documentation
- Schedule Planning Team meetings, development meetings, supervision and appraisals to promote the achievement of SHSC performance targets
- Book training, meetings, raise orders and fulfil similar administrative tasks on behalf of the team
Communication and Relationship Skills
- Build relationships and effective lines of communication with colleagues across SHSC
- Understand and be able to clearly communicate Strategy and Business Planning processes to colleagues from across SHSC.
- Provide and receive sensitive and contentious information orally, in writing and electronically to inform BPG, AIPG and stakeholders. This may include confidential data.
Planning and Organisational Skills
Assess and prioritise your workload within given timeframes to meet deadlines
Job description
Job responsibilities
General requirements
The post holder will be responsible for undertaking administrative tasks to a high standard. This includes:
- Scheduling and facilitating meetings (including Business Planning Group (BPG), Annual Integrated Planning Group (AIPG). Ensuring papers for meetings are assured and issued within set timescales and agendas and accurate records of meetings are agreed with Chairs.
- Maintaining project documentation and supporting the team to provide a strategy and planning reporting function.
- Completing administration tasks to promote the smooth running of the Strategy and Planning team including overseeing administrative databases, action and risk logs, and coordinating workflow around forward planning.
Principle Duties
Administration
- Schedule BPG, AIPG and team meetings, to ensure the flow of information to the parent committee.
- Agree agendas and required papers with the Chairs of meetings prior to meetings.
- Inform colleagues of required papers for meetings, support them to submit papers on time to the Business Planning team, and as required, schedule and arrange for their assurance prior to issuing for the meeting
- Facilitate meetings ensuring Chairs are provided with attendees, apologies, details of quoracy and key documentation to promote the smooth running of the meetings
- Write high quality summary minutes/notes and maintain action and decision logs for approval by the Chair
- Coordinate the collation of papers for submission to the BPG and AIPG
- Facilitate the Business Case tracker by arranging extraordinary meetings, coordinating business case documentation, supporting colleagues through the process and attending the meetings to take accurate summary notes and updating action and decision logs post meeting
- Support the team in collating information and producing reports for Boards and Committees
- Assist with the maintenance of action logs, plans and issues and risk registers
- Assist with the development of planning processes and templates
- Support the team in the creation of communications, briefings, presentations pertaining to strategy and planning
Business Planning Administration
- Manage the Business Planning mailbox ensuring team members receive e-mails of pertinence to their work
- Maintain the Business Planning SharePoint site as a configuration library for Business Planning documentation
- Schedule Planning Team meetings, development meetings, supervision and appraisals to promote the achievement of SHSC performance targets
- Book training, meetings, raise orders and fulfil similar administrative tasks on behalf of the team
Communication and Relationship Skills
- Build relationships and effective lines of communication with colleagues across SHSC
- Understand and be able to clearly communicate Strategy and Business Planning processes to colleagues from across SHSC.
- Provide and receive sensitive and contentious information orally, in writing and electronically to inform BPG, AIPG and stakeholders. This may include confidential data.
Planning and Organisational Skills
Assess and prioritise your workload within given timeframes to meet deadlines
Person Specification
Knowledge and skills
Essential
- oSubstantial knowledge and application of Microsoft Office products
- oEffective communication and interpersonal skills with the ability to deal effectively with people at all levels
- oAbility to plan and prioritise workload effectively
- oAbility to work flexibly and to deadlines
- oAbility to devise, input and analyse databases and spreadsheets for organisational and audit purposes
- oAbility to produce information, reports to a high standard and appropriate for a range of audiences including service users, carers clinicians and senior managers.
Desirable
- oKnowledge and application of SharePoint and Monday.com as a collaboration and document tracking management tool
Training and qualifications
Essential
- oMinimum of 2 x GCSE's (or equivalent qualification) to include English & Maths at Grade 4 or above
Desirable
- oRSA III Word Processing/typing qualification or equivalent
- oECDL or equivalent qualification (to include training in Access, Excel, PowerPoint or similar)
Experience
Essential
- oExperience of working in administration
- oExperience of office systems including diary management, arranging and minuting meetings, document management, filing, ordering and monitoring of goods and resources, tracking of activities, timelines and deliverables
- oExperience of setting up and/or improving office systems and business processes
- oExperience of comprehensive note taking at meetings
Person Specification
Knowledge and skills
Essential
- oSubstantial knowledge and application of Microsoft Office products
- oEffective communication and interpersonal skills with the ability to deal effectively with people at all levels
- oAbility to plan and prioritise workload effectively
- oAbility to work flexibly and to deadlines
- oAbility to devise, input and analyse databases and spreadsheets for organisational and audit purposes
- oAbility to produce information, reports to a high standard and appropriate for a range of audiences including service users, carers clinicians and senior managers.
Desirable
- oKnowledge and application of SharePoint and Monday.com as a collaboration and document tracking management tool
Training and qualifications
Essential
- oMinimum of 2 x GCSE's (or equivalent qualification) to include English & Maths at Grade 4 or above
Desirable
- oRSA III Word Processing/typing qualification or equivalent
- oECDL or equivalent qualification (to include training in Access, Excel, PowerPoint or similar)
Experience
Essential
- oExperience of working in administration
- oExperience of office systems including diary management, arranging and minuting meetings, document management, filing, ordering and monitoring of goods and resources, tracking of activities, timelines and deliverables
- oExperience of setting up and/or improving office systems and business processes
- oExperience of comprehensive note taking at meetings
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.
