Job summary
Unfortunately, we are unable to consider applications from individuals who require sponsorship.
NHS Buckinghamshire, Oxfordshire and Berkshire West (BOB)
Integrated Care Board is the statutory NHS organisation responsible for
planning and delivering health and care services for the communities of
Buckinghamshire, Oxfordshire and Berkshire West.
The All Age Complex Continuing Care Service (AACCC) are
looking for conscientious individuals to join our team in one of our three
bases in Oxford, Reading or High Wycombe.
Working within one of the new work streams (Brokerage, Referrals, Reviews or Appeals), the post holder will
provide individual-focused administrative support to the AACCC service
including sourcing care if part of the Brokerage team.
Main duties of the job
The post holder will be required
to work under their own initiative as well as working as part of the wider
administration team and will demonstrate a willingness to help others and be a
key member of the team with responsibility for specifically allocated
tasks.
The post holder will be expected
to follow set processes, prioritise their own workload and demonstrate initiative
in order to fulfil the requirements of the post.
If you would like to discuss this role, please contact
Marion Gelder on 0118 982 2900.
Previously
unsuccessful candidates should not reapply for a period of at least 6 months.
About us
NHS Buckinghamshire, Oxfordshire and
Berkshire West (BOB) Integrated Care Board is the statutory NHS organisation
responsible for planning and delivering health and care services for the
communities of Buckinghamshire, Oxfordshire and Berkshire West.
We work collaboratively with partner
organisations including local government, the voluntary, community and social
enterprise sector, and people and communities across the BOB Health and Care
Integrated Care System (ICS).
Our key priorities are to
increase healthy life expectancy and reduce health inequalities for the 1.7
million people who live in our communities.
We value and promote diversity
and are committed to equality of opportunity for all. We believe that the best
employers are those that reflect the communities they serve. We want to
increase the diversity of our NHS leadership and particularly encourage applications
from women, people from Black, Asian and Minority Ethnic communities, LGBT
communities, younger candidates and from people with lived experience of
disability, who we know are all under-represented in these important roles.
Our Values are:
Respectful
we are inclusive
Impactful
we make a difference
Integrity
we are kind and fair
Leadership
we encourage leadership
Collaborative
we work together in a positive way
Job description
Job responsibilities
The post holder will work as
part of a team in delivering an efficient and effective Business Management
Support service.
Key responsibilities will
include:
Finance and Resource
Process
invoices from providers recording information on finance and patient database.
Resolve
queries with providers where invoices do not agree with expected packages.
Supply
relevant information required for financial management activities.
Order
stationery and consumables for the department, ensuring they are secured
appropriately.
Planning and Organising
Undertaking
all administrative duties such as photocopying and sorting and prioritising
mail and e-mail where required. Distributing as appropriate.
Gather
information and undertake enquires for the team and the wider group as and when
is necessary.
Service Improvement
Develop
and maintain effective electronic and paper filing systems ensuring information
is secure and accessible to other team members.
Support
team members in the collection of information for performance reporting on
relevant team activities.
Run
and collate reports, both qualitative and quantitative, including supporting
with reports to the Board and senior management as required.
Create
databases and spreadsheets. Input, monitor and check data produced and required
for on-going and finite activities.
Flexible
approach to work in line with the needs of the business.
Analysis and Judgement
Act as
a point of contact for teams, dealing and responding effectively with complex
queries from a wide range of stakeholders. Use judgement to pass on relevant
information to appropriate team members sensitively and autonomously.
Receive
telephone calls for the department and use initiative to appropriately manage
phone calls and messages.
Undertake
initial analysis of non-complex information, interpreting and presenting data
to highlight issues, risks in support of decision making.
Provide
and receive complex information which may contain contentious and sensitive
information.
Communication
Be the
key point of contact for enquiries and advice for the team.
Ensure
all urgent and/or confidential communications are received and distributed
from/to relevant parties in an appropriate and timely manner.
Handle
routine correspondence and draft routine responses, ensuring that it is
accurate and provided in a timely manner.
Ensure
that any complaints, comments and suggestions are dealt with appropriately, in
accordance with policy, resolving where possible and escalating to line manager
when appropriate.
Prepare
agendas, take minutes, track and follow up on actions and distribute of notes
of meetings.
Working
together with other administrators/PAs across the organisations to provide an
effective network of communication including dealing with visitors and being
flexible to cover other administrators general duties.
People Management
Train new joiners to
the team as appropriate.
Provide cross cover
for colleagues as required.
Policy
and Service Development
Provide guidance and
advice on relevant policies and procedures.
Suggest amendments
and/or new processes to support the effective running of the service.
Planning
Contribute to the strategic planning of team activities, identifying inter dependencies, and potential impacts on wider organisation, resource
requirements and building in contingency and adjustments as necessary.
Contribute to short,
medium and long-term business plans.
Job description
Job responsibilities
The post holder will work as
part of a team in delivering an efficient and effective Business Management
Support service.
Key responsibilities will
include:
Finance and Resource
Process
invoices from providers recording information on finance and patient database.
Resolve
queries with providers where invoices do not agree with expected packages.
Supply
relevant information required for financial management activities.
Order
stationery and consumables for the department, ensuring they are secured
appropriately.
Planning and Organising
Undertaking
all administrative duties such as photocopying and sorting and prioritising
mail and e-mail where required. Distributing as appropriate.
Gather
information and undertake enquires for the team and the wider group as and when
is necessary.
Service Improvement
Develop
and maintain effective electronic and paper filing systems ensuring information
is secure and accessible to other team members.
Support
team members in the collection of information for performance reporting on
relevant team activities.
Run
and collate reports, both qualitative and quantitative, including supporting
with reports to the Board and senior management as required.
Create
databases and spreadsheets. Input, monitor and check data produced and required
for on-going and finite activities.
Flexible
approach to work in line with the needs of the business.
Analysis and Judgement
Act as
a point of contact for teams, dealing and responding effectively with complex
queries from a wide range of stakeholders. Use judgement to pass on relevant
information to appropriate team members sensitively and autonomously.
Receive
telephone calls for the department and use initiative to appropriately manage
phone calls and messages.
Undertake
initial analysis of non-complex information, interpreting and presenting data
to highlight issues, risks in support of decision making.
Provide
and receive complex information which may contain contentious and sensitive
information.
Communication
Be the
key point of contact for enquiries and advice for the team.
Ensure
all urgent and/or confidential communications are received and distributed
from/to relevant parties in an appropriate and timely manner.
Handle
routine correspondence and draft routine responses, ensuring that it is
accurate and provided in a timely manner.
Ensure
that any complaints, comments and suggestions are dealt with appropriately, in
accordance with policy, resolving where possible and escalating to line manager
when appropriate.
Prepare
agendas, take minutes, track and follow up on actions and distribute of notes
of meetings.
Working
together with other administrators/PAs across the organisations to provide an
effective network of communication including dealing with visitors and being
flexible to cover other administrators general duties.
People Management
Train new joiners to
the team as appropriate.
Provide cross cover
for colleagues as required.
Policy
and Service Development
Provide guidance and
advice on relevant policies and procedures.
Suggest amendments
and/or new processes to support the effective running of the service.
Planning
Contribute to the strategic planning of team activities, identifying inter dependencies, and potential impacts on wider organisation, resource
requirements and building in contingency and adjustments as necessary.
Contribute to short,
medium and long-term business plans.
Person Specification
Qualifications
Essential
- Educated to NVQ 4 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.
Other
Essential
- Travel to other BOB ICS sites is required for the majority of our roles. Please refer to assignment brief for specific details.
Skills / Abilities
Essential
- A high level of accuracy and excellent attention to detail.
- Strong organisational skills and ability to prioritise work and manage stakeholder expectations.
- A flexible/adaptable approach to work in order to meet various deadlines.
- Ability to work at pace in a busy working environment and able to multi-task.
- Able to undertake duties effectively and accurately, working on own initiative unsupervised, within defined policies and procedures to set timescales.
Experience
Essential
- Significant secretarial /administrative experience.
- Good working knowledge of administrative processes and procedures.
- Significant experience of initiating and maintaining office systems (e.g. filing systems).
- Experience of drafting correspondence.
- Intermediate knowledge of IT systems and software programmes such as Microsoft Outlook, Word, PowerPoint and Excel and SharePoint.
- Demonstrable experience in dealing with the public and managing sensitive and confidential information.
- Demonstrable experience of minute taking and producing reports.
Desirable
- Experience of working in a distributed team based in multiple locations.
- Experience working in a healthcare or public sector environment.
Interpersonal Skills
Essential
- Provides a high standard of customer service to all internal and external stakeholders.
- Strong team player with the ability to work effectively as part of a team.
- Excellent writing, and presentation skills: capable of constructing and delivering clear information/ instructions to staff and service users.
- Ability to communicate clearly with a wide range of stakeholders (internal and external), both verbally and in writing, in situations where tact, diplomacy and influencing skills may be required.
Person Specification
Qualifications
Essential
- Educated to NVQ 4 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.
Other
Essential
- Travel to other BOB ICS sites is required for the majority of our roles. Please refer to assignment brief for specific details.
Skills / Abilities
Essential
- A high level of accuracy and excellent attention to detail.
- Strong organisational skills and ability to prioritise work and manage stakeholder expectations.
- A flexible/adaptable approach to work in order to meet various deadlines.
- Ability to work at pace in a busy working environment and able to multi-task.
- Able to undertake duties effectively and accurately, working on own initiative unsupervised, within defined policies and procedures to set timescales.
Experience
Essential
- Significant secretarial /administrative experience.
- Good working knowledge of administrative processes and procedures.
- Significant experience of initiating and maintaining office systems (e.g. filing systems).
- Experience of drafting correspondence.
- Intermediate knowledge of IT systems and software programmes such as Microsoft Outlook, Word, PowerPoint and Excel and SharePoint.
- Demonstrable experience in dealing with the public and managing sensitive and confidential information.
- Demonstrable experience of minute taking and producing reports.
Desirable
- Experience of working in a distributed team based in multiple locations.
- Experience working in a healthcare or public sector environment.
Interpersonal Skills
Essential
- Provides a high standard of customer service to all internal and external stakeholders.
- Strong team player with the ability to work effectively as part of a team.
- Excellent writing, and presentation skills: capable of constructing and delivering clear information/ instructions to staff and service users.
- Ability to communicate clearly with a wide range of stakeholders (internal and external), both verbally and in writing, in situations where tact, diplomacy and influencing skills may be required.
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.
