Admin Support Officer

Job description

Job responsibilities

NHS DORSET CLINICAL COMMISSIONING GROUP (CCG)

Primary & Community Care Admin Support Officer

Post Title: Primary & Community Care Admin Support Officer

Directorate: Primary and Community Care

Work base: Canford House, Poole

Reports to: Principal Primary & Community Care Lead

Generic Job Banding: Band 4

JOB PURPOSE

To support the development and delivery of the Primary & Community Care functions through the provision of assistance and support to the Primary & Community Care team with a specific focus on Primary Care Network Development.

To support a number of meetings including the planning, organisation and delivery of these, including preparing agendas and taking minutes when required.

To maintain databases and co-ordinate the collection and management of a range of data related to Primary & Community Care.

To work with other Primary & Community Care Admin Support Officers to ensure that the Primary & Community Care Inbox is monitored on a regular basis, emails responded to in a timely manner and processes are adhered to.

To undertake specific projects as required supporting delivery of the Primary & Community Care team work programme.

To work collaboratively with other members of the Primary & Community Care team providing support to NHS Dorset CCG work programmes as required.

To provide regular communications / bulletins / updates to Practices and other health and social care partners consistent with the CCG communications process.

To work with other Primary & Community Care Admin Support Officers and the wider directorate administration team to ensure efficient and effective management of common areas of work.

FACTOR

PERSONAL COMPETENCIES

1. Communication & Relationship Skills

The post holder will need to respond to internal and external telephone, written and email communications. Communication will largely be with Practice Managers, GPs, health and social care partners, work colleagues, and occasionally patients/clients, carers, the public and/or other external contacts, where there may be a need to exchange confidential, sensitive or contentious information. Successful communication will therefore require persuasive skills where agreement and co-operation is required.

2. Knowledge, Training & Experience

NVQ Level 3 or equivalent level of knowledge of office procedures. RSA Level 3 or equivalent level of knowledge of software programmes. Demonstrable use of specialised functional terms and software packages.

3. Analytical & Judgemental Skills

The role will require the post holder to exercise judgement when dealing with enquiries, in order to analyse situations and provide resolutions, some of which may be complex. The post holder will also need to prioritise their own work and resolve conflicting diary/appointments and schedules.

4. Planning & Organisational Skills

The post holder will have the ability to plan and organise their own workload; manage a diary and filing systems; arrange meetings and appointments for others; and plan/organise complex activities.

5. Physical Skills

Familiarity with the Microsoft Office package, to include Teams, Outlook, Word and Excel. A specific requirement will include advanced keyboard/touch typing skills.

6. Responsibility for Patient/Client Care

In this role, patient/client contact may be limited depending on the post but will require assistance to be provided during incidental contact.

7. Responsibility for Policy/Service Development

The post holder will be required to follow established policies applicable to their own role, as well as to comment and implement any subsequently improved or developed policies and procedures.

8. Responsibility for Financial & Physical Resources

Authorised signatory for petty cash/small payments. Responsible for ordering and maintaining stocks of equipment.

Responsible for delegated management of SBS system and related financial returns working with PC Network Development support in line with standing financial instructions

9. Responsibility for Human Resources

Dependant upon work area the post holder may be responsible for day-to-day supervision of junior staff or may hold line-management responsibilities.

10. Responsibility for Information Resources

The role requires the post holder to process information through the transcription and typing up of formal minutes and correspondence. To utilise information technology skills to develop databases or spreadsheets as appropriate to the work of the team.

11. Responsibility for Research and Development

The post holder will be expected to participate in surveys/audits as relevant to role requirement.

12. Freedom to Act

The post holder is required to work within clearly defined occupational policies and has the discretion to work using their own initiative, seeking guidance from their line manager as appropriate.

13. Physical Effort

Frequent requirement for sitting or standing in restricted position. May be required to walk between department/other environments.

14. Mental Effort

Work pattern will be predictable in nature. Concentration will be needed to ensure tasks completed and details are accurate. The post holder will need to concentrate whilst taking minutes of meetings and participating in disciplinary procedure.

15. Emotional Effort

This will depend on working environment.

16. Working Conditions

Working conditions may be office based or within other areas. Requiring the use of display screen equipment and could include supporting PC Network evening meetings.

Person Specification

Qualifications

Essential

• NVQ Level 3 or equivalent level of knowledge of office procedures
• RSA Level 3 or equivalent level of knowledge of software programmes

Experience

Essential

• Recent previous experience within a comparable role
• Recent previous experience of working within a customer focused environment
• Recent previous experience of arranging meetings for others and diary management
• Previous experience of providing day to day supervision to junior staff
• Previous experience of working within defined secretarial/administrative procedures

Experience

Essential

• Recent previous experience within a comparable role
• Recent previous experience of working within a customer focused environment
• Recent previous experience of arranging meetings for others and diary management
• Previous experience of providing day to day supervision to junior staff
• Previous experience of working within defined secretarial/administrative procedures

Skills, Abilities and Knowledge

Essential

• Knowledge of a full range of secretarial/administrative procedures
• Advanced keyboard/touch typing skills
• Familiarity with Microsoft Office packages
• Demonstrable ability to prioritise effectively
• Ability to use own initiative within sphere of responsibility
• Minute taking skills
• Evidence of good communication skills, both verbal and written
• Demonstrated ability at exercising tact and diplomacy
• Demonstrated ability to analyse situations and to provide a resolution
• Demonstrable evidence of management skills in the following areas:
• oRecruitment and selection
• oPerformance management

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.

Employer details

Employer name

NHS Dorset Clinical Commissioning Group

Address

NHS Dorset Clinical Commissioning Group

Wallisdown Road

Poole

Dorset

BH12 5AG

Employer's website

https://www.dorsetccg.nhs.uk/ (Opens in a new tab)