Job summary
Join our dynamic Corporate Services team as an Administrator supporting the Chief Nurse & Therapies Officer directorate. We are seeking an enthusiastic and motivated individual who is eager to go the extra mile and contribute to a successful and effective Corporate Services function. Our friendly team is dedicated to delivering excellent outcomes for patients and we take pride in our collaborative and supportive approach.
We highly encourage interested candidates to reach out to the Recruiting Manager for an informal conversation about this exciting opportunity before applying.
Main duties of the job
The ideal candidate will consistently uphold high standards of professionalism and confidentially. This role involves supporting meetings and taking minutes, which are key responsibilities. Strong organisational skills, including the ability to prioritise tasks and mange tight deadlines, are essential. Additionally, the ideal candidate should be proficient in managing diaries, communicating clearly and using various IT systems and software packages effectively.
About us
The Staffordshire and Stoke-on-Trent NHS Integrated Care Board (ICB)is responsible for planning functions; managing the NHS budget and arranging the provision of health services in the geographical area.
Location: Home based/hybrid working (most of posts). Travel on occasions to a Hub location with at least 1 days notice.
New starters are expected to collect IT equipment, from offices in Stoke-on-Trent, and if based at home are required to have appropriate desk/chair/ relevant equipment in compliance with DSE regulations.
Unconscious Bias/Invisible Disability Training and Equality Induction are mandatory.
Interviews may take place via MS Teams or in person.
We promote a compassionate and inclusive environment and welcome applications from a diverse pool of talent and backgrounds. All individuals are valued and given every opportunity to succeed based on merit.
The ICB embrace the principles of Equality, Diversity and Inclusion and encourages applications from all individuals regardless of their age, disability, gender re-assignment, marital or civil partnership, pregnancy or maternity, race, religion and belief, sex or sexual orientation. It's important that our workforce reflects the diversity of communities as much as possible.
Job description
Job responsibilities
- To provide administrative support including when appropriate to all team members to support a range of department initiatives
- Preparing agendas, taking minutes and distributing notes of meetings including typing up of group discussions and interviews as necessary
- Taking telephone calls for the department when out of the office and expected to use their initiative to deal with phone calls and messages
- Sorting and prioritising all incoming mail and e-mail, distributing as appropriate
- Managing the electronic diary for the department, including arranging and changing appointments, prioritising these as appropriate
- Undertaking administrative duties such as photocopying and mail-out distributions
- Ensuring all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner
- Organising and planning events as necessary supporting information material
- Supporting teams in project management and participating in department events
- Inputting, monitoring and checking data, required for finite and ongoing projects within the team
- Working with all team members in the collection of information for performance reporting on relevant team projects
- Acting as a point of contact for teams, dealing and responding effectively with complex queries from stakeholders and passing on relevant information to appropriate team members sensitively and autonomously
- Supplying the relevant information required for financial management, supporting the head of department and teams by checking and sending invoices for payment
- Running and collating reports which may include reports to the Board and senior management as required
- Developing and maintaining effective electronic and paper filing systems, to ensure that information is kept securely and is accessible to other members of the team
- Support junior members of staff in day-to-day activities as required
- Work as part of the administrative team to provide an effective network of communication including dealing with visitors and being flexible to cover other administrators general duties
- Providing guidance and advice on relevant policies and procedures
- To carry out other appropriate delegated duties as required
Job description
Job responsibilities
- To provide administrative support including when appropriate to all team members to support a range of department initiatives
- Preparing agendas, taking minutes and distributing notes of meetings including typing up of group discussions and interviews as necessary
- Taking telephone calls for the department when out of the office and expected to use their initiative to deal with phone calls and messages
- Sorting and prioritising all incoming mail and e-mail, distributing as appropriate
- Managing the electronic diary for the department, including arranging and changing appointments, prioritising these as appropriate
- Undertaking administrative duties such as photocopying and mail-out distributions
- Ensuring all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner
- Organising and planning events as necessary supporting information material
- Supporting teams in project management and participating in department events
- Inputting, monitoring and checking data, required for finite and ongoing projects within the team
- Working with all team members in the collection of information for performance reporting on relevant team projects
- Acting as a point of contact for teams, dealing and responding effectively with complex queries from stakeholders and passing on relevant information to appropriate team members sensitively and autonomously
- Supplying the relevant information required for financial management, supporting the head of department and teams by checking and sending invoices for payment
- Running and collating reports which may include reports to the Board and senior management as required
- Developing and maintaining effective electronic and paper filing systems, to ensure that information is kept securely and is accessible to other members of the team
- Support junior members of staff in day-to-day activities as required
- Work as part of the administrative team to provide an effective network of communication including dealing with visitors and being flexible to cover other administrators general duties
- Providing guidance and advice on relevant policies and procedures
- To carry out other appropriate delegated duties as required
Person Specification
Qualifications
Essential
- Educated to NVQ 3 level in a relevant subject or equivalent level of qualification or equivalent previous proven experience
Knowledge
Essential
- Demonstrable Minute taking skills
- Administrative/ secretarial experience including initiating and maintaining office systems
- Demonstrable experience in dealing with the public and dealing with sensitive and confidential information
Skills
Essential
- Intermediate knowledge of IT systems and software programmes such as MS Teams, Outlook, Word, Excel and PowerPoint
- 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
Person Specification
Qualifications
Essential
- Educated to NVQ 3 level in a relevant subject or equivalent level of qualification or equivalent previous proven experience
Knowledge
Essential
- Demonstrable Minute taking skills
- Administrative/ secretarial experience including initiating and maintaining office systems
- Demonstrable experience in dealing with the public and dealing with sensitive and confidential information
Skills
Essential
- Intermediate knowledge of IT systems and software programmes such as MS Teams, Outlook, Word, Excel and PowerPoint
- 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
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).