Job summary
BLMK ICB is an exciting new organisation putting the needs of communities at the heart of our commissioning arrangements, by working with local partners across health social care and the third sector.
The Chief Operating Officer Directorate includes a wide range of services encompassing unplanned care, (i.e. emergency care), discharge and intermediate provision, acute services and pathways for those living with frailty including those for older people and/or those at end of life and personalised care through the commissioning of care packages and placements via personal health budgets or continuing healthcare funding.
We are currently looking to recruit an enthusiastic and motivated part-time administrator to be part of the Personal Health Budget team.
The post holder will support the PHB Manager and Team Leaders in providing a strong business and administrative function, ensuring compliance with national and local policies and operating procedures.
The post holder will be the initial point of contact in the office for clients, their relatives and other stakeholders, dealing with both routine and specialist PHB enquiries with excellent customer service skills.
The successful applicant will possess a high level of knowledge and experience in working with Microsoft Office applications/general administration duties and be able to demonstrate knowledge of Personal Health Budgets or willing to learn.
Main duties of the job
The post holder will support the PHB Systems Manager and Team Leaders in providing a strong business and administrative function, ensuring compliance with national and local policies and operating procedures.
The post holder will be the initial point of contact in the office for clients, their relatives and other stakeholders, dealing with both routine and specialist PHB enquiries with excellent customer service skills.
About us
We are committed to promoting equal opportunities to achieve equity of access, experience and outcomes and to recognising and valuing people's differences. We are passionate about creating an inclusive workplace that promotes and values diversity; we see this as a strength and part of our founding mission, values and behaviours. We know through experience that different ideas, perspectives and backgrounds create a stronger and more creative work environment that delivers patient outcomes.
We are committed to creating the best place to work, where your contribution is valued, your wellbeing is supported and all our colleagues can reach their full potential. We welcome and encourage applications from all areas of the community, who meet the criteria for the role, regardless of their protected characteristic. We work to ensure that our recruitment processes are as inclusive as possible to everyone, including making adjustments for people who have a disability or long-term condition and support with the recruitment process for people with lived experience.
We are happy to discuss flexible working options for all roles.
We operate a Carer friendly working environment that is supportive and inclusive. We actively encourage Carers to self-identify themselves.
We are a Disability Confident Employer and commit to shortlisting suitable applicants who meet the essential criteria for an interview. Please inform us of any adjustments you may require.
Job description
Job responsibilities
Acting as a first point of contact for the department, dealing with routine and PHB specialist enquiries in a pleasant and helpful manner, communicating relevant information and referring to other team members as appropriate.
Dealing with telephone calls and email enquiries including management of the team email box, which may include dealing with distressed and anxious individuals and their relatives in an empathetic and helpful manner.
Taking messages and ensuring these are passed in a timely manner to relevant departments and/or team members, escalating urgent or concerning issues as appropriate.
Booking appointments and liaising with other departments and/or team members to ensure effective scheduling of appointments.
Photocopying, scanning and word processing of documents, letters, emails, minutes and reports to a professional standard as and when required and in a timely manner.
Ensuring that all incoming post is collected and distributed accordingly and ensuring that all outgoing post is correctly addressed, stamped and/or franked and ready for collection at the designated time.
Ensuring all complaints are dealt with appropriately in accordance with standard operational policy, resolving where possible, and escalating to the appropriate person as required.
Supporting delivery and development of standard operating procedures and processes.
Helping to ensure that all complaints, comments and suggestions are dealt with appropriately, in accordance with policy, escalating to the line manager when appropriate.
Encouraging the effective communication of information within the team
Responsible for organising meetings for the department and where required taking minutes and planning any administrative work in support of this. Contributing to the preparation of correspondence and papers for these meetings as directed by the Team Leaders.
Responsible for accurate and timely inputting, and maintaining of data on data systems, together with the associated correspondence, ensuring standard operating procedures are applied at all times
Support the Manager/Leaders to deliver a wide range of projects as required.
Job description
Job responsibilities
Acting as a first point of contact for the department, dealing with routine and PHB specialist enquiries in a pleasant and helpful manner, communicating relevant information and referring to other team members as appropriate.
Dealing with telephone calls and email enquiries including management of the team email box, which may include dealing with distressed and anxious individuals and their relatives in an empathetic and helpful manner.
Taking messages and ensuring these are passed in a timely manner to relevant departments and/or team members, escalating urgent or concerning issues as appropriate.
Booking appointments and liaising with other departments and/or team members to ensure effective scheduling of appointments.
Photocopying, scanning and word processing of documents, letters, emails, minutes and reports to a professional standard as and when required and in a timely manner.
Ensuring that all incoming post is collected and distributed accordingly and ensuring that all outgoing post is correctly addressed, stamped and/or franked and ready for collection at the designated time.
Ensuring all complaints are dealt with appropriately in accordance with standard operational policy, resolving where possible, and escalating to the appropriate person as required.
Supporting delivery and development of standard operating procedures and processes.
Helping to ensure that all complaints, comments and suggestions are dealt with appropriately, in accordance with policy, escalating to the line manager when appropriate.
Encouraging the effective communication of information within the team
Responsible for organising meetings for the department and where required taking minutes and planning any administrative work in support of this. Contributing to the preparation of correspondence and papers for these meetings as directed by the Team Leaders.
Responsible for accurate and timely inputting, and maintaining of data on data systems, together with the associated correspondence, ensuring standard operating procedures are applied at all times
Support the Manager/Leaders to deliver a wide range of projects as required.
Person Specification
Experience/Qualifications
Essential
- Demonstrable experience of working in a large complex organisation.
- Educated to NVQ 3 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.
- Significant administrative/ secretarial experience including initiating and maintaining office systems.
- 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.
- Understanding of Confidentiality and Data Protection Act.
- Knowledge of NHS issues
Desirable
- Experience of working within the NHS. Knowledge of a personalised care approach & a working knowledge of the personal health budgets process.
Organisational Skills
Essential
- Ability to manage competing priorities in a busy and changing environment
Desirable
- Project management skills
Flexibility
Essential
- Ability to travel to other sites within the BLMK area
Desirable
- Able to work outside of traditional office hours on occasion.
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
Equality and Diversity
Essential
- Understanding of and commitment to equality of opportunity and good working relationships
Physical Skills
Essential
- Skills for manipulating information. Advanced keyboard skills, use of a range of software
Desirable
Autonomy
Essential
- Ability to work on own initiative and organise own workload with minimal supervision working to tight and often changing timescales
Other
Essential
- An ability to maintain confidentiality and trust Professional, calm and efficient manner Commitment to continuing professional development Positive and flexible approach to work
Person Specification
Experience/Qualifications
Essential
- Demonstrable experience of working in a large complex organisation.
- Educated to NVQ 3 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.
- Significant administrative/ secretarial experience including initiating and maintaining office systems.
- 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.
- Understanding of Confidentiality and Data Protection Act.
- Knowledge of NHS issues
Desirable
- Experience of working within the NHS. Knowledge of a personalised care approach & a working knowledge of the personal health budgets process.
Organisational Skills
Essential
- Ability to manage competing priorities in a busy and changing environment
Desirable
- Project management skills
Flexibility
Essential
- Ability to travel to other sites within the BLMK area
Desirable
- Able to work outside of traditional office hours on occasion.
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
Equality and Diversity
Essential
- Understanding of and commitment to equality of opportunity and good working relationships
Physical Skills
Essential
- Skills for manipulating information. Advanced keyboard skills, use of a range of software
Desirable
Autonomy
Essential
- Ability to work on own initiative and organise own workload with minimal supervision working to tight and often changing timescales
Other
Essential
- An ability to maintain confidentiality and trust Professional, calm and efficient manner 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.
