Job summary
An opportunity has
arisen for a highly motivated, multi-tasking and enthusiastic Digital and IT
Support Officer with excellent organisational skills to join the Digital Team
for the Black Country ICB.
The Digital PMO
function provides a Corporate service and is functionally responsible for
driving the end-to-end process of identification, implementation and evaluation
of Digital Projects for the ICB.
This a key role
reporting to the Senior Officer Digital and IT Support. supporting the delivery
of the ICBs Digital projects identified as part of the overall Programme
Management Office (PMO) function.
The post holder
will need to be conscientious, meticulously organised and always act in a
professional and confidential manner. The post holder will be a crucial person
in administering and supporting the functions of the Digital Team PMO.
This post calls for
an individual who is able to use their own initiative, work to set deadlines,
deal with complex issues and comfortable working under pressure. The role is
central to the delivery of the ICBs Digital Programme of work, and will
require diligence and attention to detail in order to manage the varied
workload aligned to the programme.
Main duties of the job
The main duties of the role will be:
- To act as the first point of contact for the Digital Team, dealing with enquiries from patients and ICB practices.
- The postholder will manage electronic diaries of staff and be responsible for
organising meetings and planning any administrative work as required, including
setting agendas chasing reports and circulating meeting papers.
- The postholder will also beresponsible for
taking minutes/notes at regular meetings and distributing them to the required
timescales
Please see the attached job description and person specification for further detail.
About us
The Black Country Integrated Care Board (ICB) is a statutory NHS
organisation responsible for developing a plan for meeting the health needs of
1.26 million people in the Black Country. We manage the NHS budget for
the area (Dudley, Sandwell, Walsall and Wolverhampton)and we are
responsible for planning and buying Primary Medical Services (GPs), dental,
optometry and pharmacy services.
Working for the ICB means you are making
a difference to the lives and health of people in the Black Country.
We are part of the Black Country Integrated Care System (ICS),
known as Healthier Futures, which is a partnership of organisations working
together to bring health and social care services closer together for the good
of our communities. We support the ICS vision for a healthier place with
healthier people and healthier futures.
The ICB hasfive core valuesthat underpin the
way we work and help to guide our actions and the decisions we make for local
people and communities. These are compassion, inclusivity, integrity,
fairness and trust.
We are an equal opportunities employer who actively supports and
encourages increasing the diversity of our employees, and welcome applications
from people with transferable skills gained through experience across the full
range of health and social care settings.
We are also a bronze award holder under the Defence Employer
Recognition Scheme (ERS). The ERS recognises commitment and support from UK
employers for defence personnel.
Job description
Job responsibilities
- Act as the first
point of contact for Digital, dealing with routine and specialist enquiries in
a pleasant and helpful manner, communicating relevant information to
stakeholders, referring to others as appropriate. The postholder will be the
first point of contact for enquiries from patients and ICBpractices.
- Answer telephone
calls, taking messages and passing on accurately to the relevant
departments/person.
- Managing electronic
diaries of staff, including arranging and changing appointments, prioritising
these as appropriate.
- Responsible for
sorting of all incoming post and ensure distribution to staff in the ICB and
ensure that all out going post is documented. To send post recorded delivery
when requested.
- Promote the image of
the ICB, checking that notices and leaflets are up to date and well presented.
- Assist in the
organisation, planning and smooth running of events as necessary, including
booking venues, catering and speakers.
- Responsible for
organising meetings and planning any administrative work as required, including
setting agendas chasing reports and circulating meeting papers
- Responsible for
taking minutes/notes at regular meetings and distributing them to the required
timescales.
- Producing and
effectively monitoring action logs for meetings and projects. Monitoring the
generic departmental inbox and distribute as appropriate.
- Build relationships
through regular contacts with GP Practices, Pharmacies and other Health
Providers.
- Support and
co-ordinate the deployment of IT equipment and receiving deliveries as
appropriate. Ensure that AV equipment tablets and phones are maintained, and
support is provided as required.
- 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.
- Photocopying and word
processing documents, letters, emails, minutes, reports and presentations when
required. Post holder must have a standard level of keyboard skills and able to
use Microsoft Office Program.
- Developing and
maintaining effective electronic and paper filing systems, to ensure that
information is kept securely and is accessible to other members of the ICB.
- Providing project
support to staff in the ICBmaximising efficiency of ICB staff engaged
with projects.
- Maintain project
documentation and a project database ensuring that it is kept up to date.
- Able to work on own
initiative and unsupervised, within defined policies and procedures to set
timescales.
- Have a
flexible/adaptable approach to their work in order to meet various deadlines.
Demonstrate office systems and department requirements to new starters.
- Inputting into,
monitoring and printing reports from computerised systems and databases.
- Maintain
standardisation in working practices across the ICB e.g. standard
documentation, standard reporting methods, standard meeting structures etc.
- Undertake Research
and Development as directed.
- To carry out other
appropriate delegated duties as required.
Job description
Job responsibilities
- Act as the first
point of contact for Digital, dealing with routine and specialist enquiries in
a pleasant and helpful manner, communicating relevant information to
stakeholders, referring to others as appropriate. The postholder will be the
first point of contact for enquiries from patients and ICBpractices.
- Answer telephone
calls, taking messages and passing on accurately to the relevant
departments/person.
- Managing electronic
diaries of staff, including arranging and changing appointments, prioritising
these as appropriate.
- Responsible for
sorting of all incoming post and ensure distribution to staff in the ICB and
ensure that all out going post is documented. To send post recorded delivery
when requested.
- Promote the image of
the ICB, checking that notices and leaflets are up to date and well presented.
- Assist in the
organisation, planning and smooth running of events as necessary, including
booking venues, catering and speakers.
- Responsible for
organising meetings and planning any administrative work as required, including
setting agendas chasing reports and circulating meeting papers
- Responsible for
taking minutes/notes at regular meetings and distributing them to the required
timescales.
- Producing and
effectively monitoring action logs for meetings and projects. Monitoring the
generic departmental inbox and distribute as appropriate.
- Build relationships
through regular contacts with GP Practices, Pharmacies and other Health
Providers.
- Support and
co-ordinate the deployment of IT equipment and receiving deliveries as
appropriate. Ensure that AV equipment tablets and phones are maintained, and
support is provided as required.
- 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.
- Photocopying and word
processing documents, letters, emails, minutes, reports and presentations when
required. Post holder must have a standard level of keyboard skills and able to
use Microsoft Office Program.
- Developing and
maintaining effective electronic and paper filing systems, to ensure that
information is kept securely and is accessible to other members of the ICB.
- Providing project
support to staff in the ICBmaximising efficiency of ICB staff engaged
with projects.
- Maintain project
documentation and a project database ensuring that it is kept up to date.
- Able to work on own
initiative and unsupervised, within defined policies and procedures to set
timescales.
- Have a
flexible/adaptable approach to their work in order to meet various deadlines.
Demonstrate office systems and department requirements to new starters.
- Inputting into,
monitoring and printing reports from computerised systems and databases.
- Maintain
standardisation in working practices across the ICB e.g. standard
documentation, standard reporting methods, standard meeting structures etc.
- Undertake Research
and Development as directed.
- To carry out other
appropriate delegated duties as required.
Person Specification
Skills and Knowledge
Essential
- Experience of minute taking
- Knowledge of PRINCE2 Project Management Methodology
- Working knowledge of Microsoft Office including Word and Excel with standard keyboard skills
- Knowledge of NHS issues
- Understanding of Data Protection legislation
- Able to work on own initiative, organising and prioritising own workload to set deadlines
- Ability to work effectively as part of a team
- Ability to travel across the geographical area served by the ICS and wider as required
- Understanding of and commitment to equality of opportunity and good working relationships
Experience
Essential
- Experience of organising and preparing for meetings within timescales
- Demonstrable experience of working in an administrative environment and working with computerised data systems and databases
- Experience of working in an IM & T/Digital environment
- Experience of working in a health care environment
- Awareness of a range of Health Services provisions
Qualifications
Essential
- Educated to NVQ Level 3 in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.
Person Specification
Skills and Knowledge
Essential
- Experience of minute taking
- Knowledge of PRINCE2 Project Management Methodology
- Working knowledge of Microsoft Office including Word and Excel with standard keyboard skills
- Knowledge of NHS issues
- Understanding of Data Protection legislation
- Able to work on own initiative, organising and prioritising own workload to set deadlines
- Ability to work effectively as part of a team
- Ability to travel across the geographical area served by the ICS and wider as required
- Understanding of and commitment to equality of opportunity and good working relationships
Experience
Essential
- Experience of organising and preparing for meetings within timescales
- Demonstrable experience of working in an administrative environment and working with computerised data systems and databases
- Experience of working in an IM & T/Digital environment
- Experience of working in a health care environment
- Awareness of a range of Health Services provisions
Qualifications
Essential
- Educated to NVQ Level 3 in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.
