NHS Bristol, North Somerset and South Gloucestershire Integrated Care Board

Programme Coordinator / Team Administrator Manager

Information:

This job is now closed

Job summary

The Bristol, North Somerset and South Gloucestershire (BNSSG) Integrated Care Board sits within the Integrated Care System which serves a population of a million people. Our mission is to make healthcare better for everyone that lives in BNSSG. We will do this by putting peoples needs at the heart of our decision making and ensuring that the voice of local people shapes what we do as we seek to get the very best value from the resources we have available.

The values of our organisation are:

We act with integrity

We support each other

We embrace diversity

We work better together

We strive for excellence

We do the right thing

An exciting opportunity has arisen for a Programme Coordinator/ Team Administrator to join our team supporting the Bristol Inner City and East Locality. The ICB has a flexible working policy with opportunities to work from home or the Bristol-based office.

If you are a positive, enthusiastic individual with keen eye for detail and a professional attitude, we want to hear from you!

Main duties of the job

Main responsibilities include assisting preparation of programme and project reports; preparing agendas and collating meeting papers; taking minutes and updating decision and action logs; preparing and supporting meetings and workshops and providing project support to the local projects within the locality. The information we deal with can be of a sensitive and confidentialnature and therefore accuracy, attention to detail and confidentiality for us is of paramount importance.

Successful applicants will be computer literate, quick to learn and strive to achieve high standards of excellence. You must be able to use your own initiative, possess excellent communication skills and have good time management.

This is a positive action opportunity open to all that identify as Black, Asian and Minority Ethic (BAME), positive action is lawful under the Equality Act 2010 and employers and education providers can offer additional support for underrepresented and disadvantaged groups based on past discrimination.

Please note, all ICBs nationally will be subject to a 30% real terms reduction in running costs (including staff) by 2025/26. BNSSG ICB is currently developing a revised staffing structure to meet its responsibilities within its allocation. As a result, all ICB roles are subject to revision in the coming months.

About us

We are committed to creating an inclusive organisation that promotes and values diversity. We know from experience that different ideas, perspectives and backgrounds create a stronger, more creative workplace that helps us to deliver the best services. We welcome applications which represent the rich diversity of our community; from people of all ages, disabled people, all genders, people from ethnic minority groups, LGBTQ+ people, people with diverse gender identity and expression, people from all religions and beliefs and other diverse characteristics, and we have processes in place to ensure that all applications are treated fairly and consistently at every stage of the recruitment process.

Details

Date posted

04 July 2023

Pay scheme

Agenda for change

Band

Band 4

Salary

£25,147 to £27,596 a year

Contract

Permanent

Working pattern

Full-time

Reference number

D9461-ICB-6020HB

Job locations

360 Bristol – Three Six Zero

Marlborough Street

Bristol

BS1 3NX


Job description

Job responsibilities

We are looking for a highly motivated and enthusiastic individual to provide organised, effective and proactive programme support functions. This will include managing programme documentation on behalf of the team, supporting the smooth running of the groups within the programmes governance, and gathering information from stakeholders to support these and any other reports as requiredPlease complete the application stating how you meet the job requirements by outlining previous experience and skills you have developed.

1. Main Duties and Responsibilities

Prepare agendas, take minutes and distribute notes of meetings including typing up of project groups and other meetings as necessary.

Maintain the overall programme plan and the framework that monitors its delivery;

Work with all team members in the collection of information for performance reporting on relevant team projects;

Support the programme manager in the establishment and delivery of working groups

and programme events;

Ensure all actions agreed by the project groups and workstreams are noted and that

delivery is monitored and progress chased as necessary to ensure that accurate and

timely progress reports can be produced as required;

Manage the programme risk register including the collation and escalation of risks from

project groups;

Manage the dissemination of project communications between project groups;

Manage electronic diaries to support the delivery of working groups and programme

events, including arranging and changing appointments;

Act 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;

Run and collate reports which may include reports to the Board and senior management as required;

Develop and maintain effective electronic and paper filing systems, to ensure that information is kept securely and is accessible to other members of the team;

Running and collating reports which may include reports to the Board and senior management as required.

2. To carry out other appropriate delegated duties as required

The job description and person specification are an outline of the tasks, responsibilities and outcomes required of the role. The job holder will carry out any other duties as may reasonably be required by their line manager.

The job description and person specification may be reviewed on an on-going basis in accordance with the changing needs of the Department and the Organisation.

Job description

Job responsibilities

We are looking for a highly motivated and enthusiastic individual to provide organised, effective and proactive programme support functions. This will include managing programme documentation on behalf of the team, supporting the smooth running of the groups within the programmes governance, and gathering information from stakeholders to support these and any other reports as requiredPlease complete the application stating how you meet the job requirements by outlining previous experience and skills you have developed.

1. Main Duties and Responsibilities

Prepare agendas, take minutes and distribute notes of meetings including typing up of project groups and other meetings as necessary.

Maintain the overall programme plan and the framework that monitors its delivery;

Work with all team members in the collection of information for performance reporting on relevant team projects;

Support the programme manager in the establishment and delivery of working groups

and programme events;

Ensure all actions agreed by the project groups and workstreams are noted and that

delivery is monitored and progress chased as necessary to ensure that accurate and

timely progress reports can be produced as required;

Manage the programme risk register including the collation and escalation of risks from

project groups;

Manage the dissemination of project communications between project groups;

Manage electronic diaries to support the delivery of working groups and programme

events, including arranging and changing appointments;

Act 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;

Run and collate reports which may include reports to the Board and senior management as required;

Develop and maintain effective electronic and paper filing systems, to ensure that information is kept securely and is accessible to other members of the team;

Running and collating reports which may include reports to the Board and senior management as required.

2. To carry out other appropriate delegated duties as required

The job description and person specification are an outline of the tasks, responsibilities and outcomes required of the role. The job holder will carry out any other duties as may reasonably be required by their line manager.

The job description and person specification may be reviewed on an on-going basis in accordance with the changing needs of the Department and the Organisation.

Person Specification

Qualifications

Essential

  • Significant administrative/ secretarial experience including initiating and maintaining office systems.
  • Demonstrable experience in dealing with the public and dealing with sensitive and confidential information.
  • Proficient knowledge of IT systems and software programmes such as Outlook, Word, Excel, Powerpoint and Access.
  • Understanding of Confidentiality and Data Protection Act.
  • Knowledge of NHS issues
  • 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
  • Effective team working
  • Minute taking
  • Understanding of and commitment to equality of opportunity and good working relationships
  • Ability to work without supervision. Able to work on own initiative, organising and prioritising own and others workloads to changing and often tight deadlines
  • An ability to maintain confidentiality and trust
  • Professional, calm and efficient manner
  • Commitment to continuing professional development
  • Positive and flexible approach to work

Desirable

  • Educated to NVQ 3 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.
Person Specification

Qualifications

Essential

  • Significant administrative/ secretarial experience including initiating and maintaining office systems.
  • Demonstrable experience in dealing with the public and dealing with sensitive and confidential information.
  • Proficient knowledge of IT systems and software programmes such as Outlook, Word, Excel, Powerpoint and Access.
  • Understanding of Confidentiality and Data Protection Act.
  • Knowledge of NHS issues
  • 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
  • Effective team working
  • Minute taking
  • Understanding of and commitment to equality of opportunity and good working relationships
  • Ability to work without supervision. Able to work on own initiative, organising and prioritising own and others workloads to changing and often tight deadlines
  • An ability to maintain confidentiality and trust
  • Professional, calm and efficient manner
  • Commitment to continuing professional development
  • Positive and flexible approach to work

Desirable

  • Educated to NVQ 3 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.

Employer details

Employer name

NHS Bristol, North Somerset and South Gloucestershire Integrated Care Board

Address

360 Bristol – Three Six Zero

Marlborough Street

Bristol

BS1 3NX


Employer's website

https://bnssg.icb.nhs.uk/ (Opens in a new tab)

Employer details

Employer name

NHS Bristol, North Somerset and South Gloucestershire Integrated Care Board

Address

360 Bristol – Three Six Zero

Marlborough Street

Bristol

BS1 3NX


Employer's website

https://bnssg.icb.nhs.uk/ (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Locality Development Manager

Isobel Clements

isobel.clements1@nhs.net

Details

Date posted

04 July 2023

Pay scheme

Agenda for change

Band

Band 4

Salary

£25,147 to £27,596 a year

Contract

Permanent

Working pattern

Full-time

Reference number

D9461-ICB-6020HB

Job locations

360 Bristol – Three Six Zero

Marlborough Street

Bristol

BS1 3NX


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