Job summary
An opportunity has arisen for an administrative assistant to join the regional Ambulance and NHS 111 Commissioning Team.
The team commission Paramedic Emergency Services (the 999 ambulance service) and NHS 111 through regional contracts for the circa 7.5 million population of the North West of England, with these regional contracts provided by North West Ambulance Service NHS Trust. The team also commission Non-Emergency Patient Transport Services working in collaboration with the North West Integrated Care Boards for the sub regional populations of Lancashire & Cumbria, Greater Manchester, and Cheshire & Merseyside. These contracts are currently provided by North West Ambulance Service for Lancashire, Cumbria, Greater Manchester and Merseyside, and by West Midlands Ambulance Service for Cheshire.
The team are hosted by the Lancashire & South Cumbria ICB but work on behalf of Lancashire & South Cumbria ICB, Cheshire & Merseyside ICB, Greater Manchester ICB and the North Cumbria 'Place' from the North East & North Cumbria ICB.
The role provides an opportunity to work with a busy and evolving team commissioning ambulance and NHS 111 services the population of the North West.
Main duties of the job
The role will suit someone who is a highly motivated, professional and enthusiastic individual who could provide and co-ordinate administrative and secretarial services; including for example, the preparation of agendas and minutes for formal governance groups, taking appropriate follow-up actions as required. The support to external meetings will involve travel, to venues across the North West.
The role also provides support to senior managers within the Ambulance Commissioning Team, which will include supporting the management of projects, gathering information and managing and undertaking enquires. Candidates must, therefore, be able to demonstrate an ability to work well within a small team that is managing a large portfolio of work.
The post holder will also provide administrative support to the Associate Director to include proactive diary management, email management and prioritising urgent responses as required.
About us
Our role is to join up health and care services, improve people's health and wellbeing, and to make sure everyone has the same access to services and gets a positive experience from treatment.
Lancashire and South Cumbria ICB is a highly complex organisation serving a population of over 1.8 million people.
Emergency Ambulance and NHS 111 services in the North West of England are provided through regional contracts led and managed by the Regional Ambulance and NHS 111 Commissioning Team (the "Commissioning Team"). The Commissioning Team also manage and support the county level Patient Transport Services contracts that were held by CCGs prior to 1st July 2022 and have now novated to ICB control. These contracts cover a population more than 7 million within the rural areas of Cheshire and Cumbria, the densely populated metropolitan areas of Greater Manchester and Merseyside, and the semi-rural/urban areas of Lancashire.
North West Ambulance Service NHS Trust (NWAS) is the single North West regional provider for Paramedic Emergency Service (PES) and NHS 111. NWAS is also the current provider of the county level Patient Transport Services contracts for Greater Manchester, Lancashire, Merseyside and Cumbria. West Midlands Ambulance Service NHS Trust (WMAS) is the county level provider for the Patient Transport Services contract in Cheshire.
Job description
Job responsibilities
The postholder will have a wide and varied range of duties and responsibilities, as described in the job description, but including: -
Providing administrative support to the Associate Director of Ambulance and NHS 111 commissioning to include proactive diary management, email management and recognising and prioritising those communications / actions that require an urgent response.
Managing communications with the team and with commissioners and provider(s) outside of the team.
Sorting and prioritising incoming mail and e-mail and distributing as appropriate
Monitoring and being responsible for the teams shared email inboxes and responding, forwarding and flagging emails to team members and enquirers as required.
Managing the electronic diary for the team, 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 and meetings as necessary and providing supporting information/material.
Supporting teams in project management and participating in department events.
Inputting, monitoring and checking data, required for 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 information required for financial management, supporting the Head of Performance, Improvement and Assurance by checking, coding, recording and sending invoices for payment. Raising Purchase Orders as required.
Running and collating reports which may include reports to 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.
Preparing agendas, taking minutes and distributing notes of meetings including typing up of group discussions and interviews as necessary
To provide administrative support including when appropriate to all team members to support a range of department initiatives.
Working together with other administrators/PAs within the organisation to provide an effective network of communication including dealing with visitors to the base and being flexible to cover other administrators general duties on the base.
Providing guidance and advice on relevant policies and procedures
Participate in Research and Development activities as directed.
Job description
Job responsibilities
The postholder will have a wide and varied range of duties and responsibilities, as described in the job description, but including: -
Providing administrative support to the Associate Director of Ambulance and NHS 111 commissioning to include proactive diary management, email management and recognising and prioritising those communications / actions that require an urgent response.
Managing communications with the team and with commissioners and provider(s) outside of the team.
Sorting and prioritising incoming mail and e-mail and distributing as appropriate
Monitoring and being responsible for the teams shared email inboxes and responding, forwarding and flagging emails to team members and enquirers as required.
Managing the electronic diary for the team, 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 and meetings as necessary and providing supporting information/material.
Supporting teams in project management and participating in department events.
Inputting, monitoring and checking data, required for 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 information required for financial management, supporting the Head of Performance, Improvement and Assurance by checking, coding, recording and sending invoices for payment. Raising Purchase Orders as required.
Running and collating reports which may include reports to 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.
Preparing agendas, taking minutes and distributing notes of meetings including typing up of group discussions and interviews as necessary
To provide administrative support including when appropriate to all team members to support a range of department initiatives.
Working together with other administrators/PAs within the organisation to provide an effective network of communication including dealing with visitors to the base and being flexible to cover other administrators general duties on the base.
Providing guidance and advice on relevant policies and procedures
Participate in Research and Development activities as directed.
Person Specification
Knowledge, Training and Experience
Essential
- Educated to NVQ 3 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.
- Demonstrable experience in dealing with the public and dealing with sensitive and confidential information.
- Intermediate knowledge of IT systems and software programmes such as Outlook, Word, Excel, PowerPoint, SharePoint and Teams.
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 work under pressure in a busy working environment and able to multi-task.
- Minute taking
Equality and Diversity
Essential
- Understanding of and commitment to equality of opportunity and good working relationships
Autonomy
Essential
- Ability to work without supervision.
- Able to work on own initiative, organising and prioritising own and others workloads to changing and often tight deadlines
Other
Essential
- An ability to maintain confidentiality and trust.
- Commitment to continuing professional development.
- Positive and flexible approach to work
Person Specification
Knowledge, Training and Experience
Essential
- Educated to NVQ 3 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.
- Demonstrable experience in dealing with the public and dealing with sensitive and confidential information.
- Intermediate knowledge of IT systems and software programmes such as Outlook, Word, Excel, PowerPoint, SharePoint and Teams.
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 work under pressure in a busy working environment and able to multi-task.
- Minute taking
Equality and Diversity
Essential
- Understanding of and commitment to equality of opportunity and good working relationships
Autonomy
Essential
- Ability to work without supervision.
- Able to work on own initiative, organising and prioritising own and others workloads to changing and often tight deadlines
Other
Essential
- An ability to maintain confidentiality and trust.
- Commitment to continuing professional development.
- Positive and flexible approach to work
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).