Job summary
At Herefordshire &Worcestershire Integrated Care Board (ICB), we have an exciting opportunity to join our team. We are looking for a full time experienced Business Support Officer to support our Delegated Commissioning Team.
The post holder will be required to work effectively to ensure that the team is supported to be organised in planning, coordinating and effectively delivering its work from an administrative perspective. The post holder is expected to have a good level of interpersonal skills as the role will involve liaising with Integrated Care System colleagues.
It is expected that the successful candidate will have a NVQ Level 4 or significant administrative/secretarial experience.
NHS Herefordshire & Worcestershire ICB recognises the value serving personnel, reservists, veterans, and military families bring to our business and would encourage people from the armed forces community to apply for our vacancies.
Main duties of the job
The Business Support Officer will be able to work on their own initiative and have a flexible approach to their work in order to deal with conflicting demands and deadlines. The post holder will support with diary management and forward planning in the team, co-ordinating planning to ensure key deadlines are met.
The position offers business support to the Delegated Commissioning Team, tasked with overseeing delegated functions such as General Practice Medical Services, Pharmacy, Ophthalmology, Dentistry, and Specialised Commissioning.
The role is also required to support coordination of administrative duties including diary coordination, minuting meetings and overall administrative tasks. Therefore, demonstrable experience in diary management and servicing meetings is required. The post holder will need to communicate effectively and be highly computer literate in order to support the team's functions. You will be required to use Microsoft applications daily to a high standard.
The role is hybrid. We have offices in both Herefordshire and Worcestershire. For further information and informal discussion please contact Karen Payton, k.payton@nhs.net
About us
The NHS is a world-renowned institution and an exciting place to work, full of challenges and opportunities. Within NHS Herefordshire and Worcestershire ICB, we are responsible for a range of health services for our population of over 800,000 people who live within a mix of urban and rurally dispersed communities, spanning two of the largest counties in England. We are a dynamic, forward-looking organisation, offering a vibrant place to work.
We provide a supportive and collaborative environment where we work with our staff to provide opportunities for you to reach your full potential and to develop a rewarding career within an exciting and evolving environment. We aim to enable our employees to achieve a positive work-life balance through a blend of collaborative workplace attendance combined with regular home working. Joining our inclusive and innovative team comes with a range of attractive benefits including:
- Employee Assistance programmes and access to a wealth of on-line health and wellbeing support
- Competitive NHS Pension Scheme
- Comprehensive opportunities to learn new skills and to develop your career within a caring and inclusive environment
- Generous holiday entitlement, which increases in line with service. There is also the opportunity to purchase additional leave.
- Flexible working patterns to support individuals work-life balance.
Please note we operate a 3-month probationary period for new appointments
Job description
Job responsibilities
Job responsibilities
Support effective office management systems to ensure processes are efficient and robust.
Provide administrative and project support to the Delegated Commissioning Team in the delivery of contractual and commissioning commitments/deadlines, effectively and to time.
Communicate and engage with external and internal stakeholders which may require negotiation skills and understanding the needs/requirements and of other organisations, senior professionals and individuals.
Update and maintain processes within relevant work areas, working with team members in the collection of information for performance reporting to relevant team projects.
On direction research areas of good practice and collate information to support the work of the team.
Be highly organised, effective and resilient, with the ability to solve problems and use initiative, working with minimal supervision.
Be a point of contact for queries from internal and external stakeholders and practices with regards to projects, resolving queries where possible and escalating when required in a timely manner, inclusive of monitoring the generic email inbox.
Support meetings in the capacity of organizing, preparing (whether digitally or face to face), collating papers, taking action notes where required.
Co-ordinate the arrangements of events, internally and externally, ensuring that all meetings and events are well co-ordinated, appropriate venue and hospitality arranged and meeting details communicated in advance.
Coordinate agendas and papers for meetings, taking and transcribing notes to a high standard and in a timely manner, producing and updating an action log, and ensure actions are communicated to relevant parties and followed up to track progress.
Deal with incoming correspondence for the designated work areas, both electronic and paper-based, responding or redirecting as appropriate, and ensuring that any urgent or important business is brought to the attention of the relevant person in good time.
To coordinate work, ensure this is prioritised and delivered within agreed deadlines and targets; highlight any potential problems with forthcoming deadlines to the attention of the relevant service leads.
Ensure confidentiality is always maintained in accordance with Information Governance regulations, including appropriate filing of documentation.
Promptly and accurately produce letters, memos, reports, tables, minutes, presentations and other documents, utilising excellent writing skills and a good understanding of local processes; copy and distribute correspondence/information as required.
Manage paper and/or electronic filing system for the designated work area including confidential files.
Job description
Job responsibilities
Job responsibilities
Support effective office management systems to ensure processes are efficient and robust.
Provide administrative and project support to the Delegated Commissioning Team in the delivery of contractual and commissioning commitments/deadlines, effectively and to time.
Communicate and engage with external and internal stakeholders which may require negotiation skills and understanding the needs/requirements and of other organisations, senior professionals and individuals.
Update and maintain processes within relevant work areas, working with team members in the collection of information for performance reporting to relevant team projects.
On direction research areas of good practice and collate information to support the work of the team.
Be highly organised, effective and resilient, with the ability to solve problems and use initiative, working with minimal supervision.
Be a point of contact for queries from internal and external stakeholders and practices with regards to projects, resolving queries where possible and escalating when required in a timely manner, inclusive of monitoring the generic email inbox.
Support meetings in the capacity of organizing, preparing (whether digitally or face to face), collating papers, taking action notes where required.
Co-ordinate the arrangements of events, internally and externally, ensuring that all meetings and events are well co-ordinated, appropriate venue and hospitality arranged and meeting details communicated in advance.
Coordinate agendas and papers for meetings, taking and transcribing notes to a high standard and in a timely manner, producing and updating an action log, and ensure actions are communicated to relevant parties and followed up to track progress.
Deal with incoming correspondence for the designated work areas, both electronic and paper-based, responding or redirecting as appropriate, and ensuring that any urgent or important business is brought to the attention of the relevant person in good time.
To coordinate work, ensure this is prioritised and delivered within agreed deadlines and targets; highlight any potential problems with forthcoming deadlines to the attention of the relevant service leads.
Ensure confidentiality is always maintained in accordance with Information Governance regulations, including appropriate filing of documentation.
Promptly and accurately produce letters, memos, reports, tables, minutes, presentations and other documents, utilising excellent writing skills and a good understanding of local processes; copy and distribute correspondence/information as required.
Manage paper and/or electronic filing system for the designated work area including confidential files.
Person Specification
Qualifications
Essential
- NVQ Level 4 administration or significant relevant experience
- Minimum of 3 GCSE qualifications grade A-C or equivalent, including English and Maths
Desirable
- Advanced ECDL or MOST or equivalent
Experience
Essential
- Experience in supporting multi-disciplinary teams
- Experience of working with multiple Microsoft applications and the internet
- Demonstrable experience of working to tight deadlines and the ability to complete tasks with minimal supervision.
Desirable
- Previous NHS administration experience
- Experience of coordinating/management of facilities, including health & safety processes.
Skills, Knowledge & Competencies
Essential
- Extensive organisational skills and competencies
- Thorough knowledge and understanding of all administration support and duties
- Excellent communication skills - verbal and written
- Very accurate word processing skills
- Ability to deal with a range of duties and issues professionally
- Ability to prioritise workload
- Highly organised and efficient, able to work effectively under pressure and produce quality work to deadlines
- Must be adaptable and open to change.
Desirable
- Understanding of ICB organisations
- Working Knowledge of NHS policies and procedures
- Plan and prioritise own workload
- Advanced typing skills
- Ability to work on own initiative and under pressure
Person Specification
Qualifications
Essential
- NVQ Level 4 administration or significant relevant experience
- Minimum of 3 GCSE qualifications grade A-C or equivalent, including English and Maths
Desirable
- Advanced ECDL or MOST or equivalent
Experience
Essential
- Experience in supporting multi-disciplinary teams
- Experience of working with multiple Microsoft applications and the internet
- Demonstrable experience of working to tight deadlines and the ability to complete tasks with minimal supervision.
Desirable
- Previous NHS administration experience
- Experience of coordinating/management of facilities, including health & safety processes.
Skills, Knowledge & Competencies
Essential
- Extensive organisational skills and competencies
- Thorough knowledge and understanding of all administration support and duties
- Excellent communication skills - verbal and written
- Very accurate word processing skills
- Ability to deal with a range of duties and issues professionally
- Ability to prioritise workload
- Highly organised and efficient, able to work effectively under pressure and produce quality work to deadlines
- Must be adaptable and open to change.
Desirable
- Understanding of ICB organisations
- Working Knowledge of NHS policies and procedures
- Plan and prioritise own workload
- Advanced typing skills
- Ability to work on own initiative and under pressure
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.
