South West London Integrated Care Board

Admin Trainee (Sutton & Croydon) x3

Information:

This job is now closed

Job summary

South West London ICB will deliver a step change in commercial capability for Integrated Care Systems and other customers, raising the standard of commercial knowledge at all levels, ensuring the appropriate support and structures are in place to deliver efficient, innovative and responsive care for patients and value for money and collaborative working through shared resources.

We are seeking a highly motivated and enthusiastic individual to provide and co-ordinate administrative support for the Continuing Healthcare Team including for example, the management of CHC clinical team diaries, gathering information from key stakeholders and undertaking enquiries as and when necessary for the head of department, teams, and the department.

Main duties of the job

Provide administration support to the teams:

  • Managing the electronic diary for the allocated teams, including arranging and changing appointments, prioritising these as appropriate
  • Liaising with key stakeholders to request documentation as requested.
  • Working closely with colleagues to arrange the relevant meetings and reviews.
  • Deal with routine correspondence, using own initiative and within the scope of the post.
  • Sending out invite letters
  • Organise own day-to-day work tasks showing an ability to prioritise in order to achieve set timescales.
  • Taking telephone calls for the allocated teams when out of the office and expected to use their initiative to deal with phone calls and messages.
  • Undertaking administrative duties such as photocopying, and mail-out distributions.
  • Acting as a point of contact for the team, dealing and responding effectively with queries from stakeholders and passing on relevant information to appropriate team members sensitively and autonomously
  • Maintaining effective electronic filing systems, to ensure that information is kept securely and is accessible to other members of the team.
  • To provide administrative support including when appropriate to all team members to support a range of department initiatives

About us

Integrated Care Systems (ICSs) are partnerships of health and care organisations that come together to plan and deliver joined up services and to improve the health of people who live and work in their area. Each ICS consists of two statutory elements:

  • an Integrated Care Board, bringing the NHS together with its partners locally to improve health and care services
  • an Integrated Care Partnership (ICP): the broad alliance of organisations and representatives concerned with improving the care, health and wellbeing of the population, jointly convened by the ICB and local authorities in the area.

ICBs are statutory NHS bodies responsible for planning and allocating resources to meet the four core purposes of integrated care systems (ICSs):

  • to improve outcomes in population health and healthcare;
  • tackle inequalities in outcomes, experience and access;
  • enhance productivity and value for money and;
  • help the NHS support broader social and economic development.

NHS South West London Integrated Care Board decides how the South West London NHS budget is spent and develops plans to improve people's health, deliver higher quality care, and better value for money.

Details

Date posted

19 June 2024

Pay scheme

Agenda for change

Band

Band 2

Salary

£26,696 a year per annum inclusive of Outer HCAS

Contract

Permanent

Working pattern

Full-time

Reference number

491-SWLSGS06/K06/M06

Job locations

120 The Broadway

London

SW19 1RH


Job description

Job responsibilities

Please see job description and person specification

Managing the electronic diary for the allocated teams, including arranging and changing appointments, prioritising these as appropriate

Liaising with key stakeholders to request documentation as requested .

Working closely with colleagues to arrange the relevant meetings and reviews.

Deal with routine correspondence, using own initiative and within the scope of the post.

Sending out invite letters

Organise own day-to-day work tasks showing an ability to prioritise in order to

achieve set timescales.

Taking telephone calls for the allocated teams when out of the office and expected to use their initiative to deal with phone calls and messages.

Undertaking administrative duties such as photocopying, and mail-out distributions.

Acting as a point of contact for the team, dealing and responding effectively with queries from stakeholders and passing on relevant information to appropriate team members sensitively and autonomously

Maintaining effective electronic filing systems, to ensure that information is kept securely and is accessible to other members of the team.

To provide administrative support including when appropriate to all team members to support a range of department initiatives

To carry out other appropriate delegated duties as required

To facilitate flexible working, although this is the post holders primary role, s/he may be required to undertake work in another role or team, commensurate with the grade of this post, in order to utilise the post holders experience and skills and maximize the efficiency of the organisation.

To carry out other appropriate delegated duties as required by the Line Manager

Job description

Job responsibilities

Please see job description and person specification

Managing the electronic diary for the allocated teams, including arranging and changing appointments, prioritising these as appropriate

Liaising with key stakeholders to request documentation as requested .

Working closely with colleagues to arrange the relevant meetings and reviews.

Deal with routine correspondence, using own initiative and within the scope of the post.

Sending out invite letters

Organise own day-to-day work tasks showing an ability to prioritise in order to

achieve set timescales.

Taking telephone calls for the allocated teams when out of the office and expected to use their initiative to deal with phone calls and messages.

Undertaking administrative duties such as photocopying, and mail-out distributions.

Acting as a point of contact for the team, dealing and responding effectively with queries from stakeholders and passing on relevant information to appropriate team members sensitively and autonomously

Maintaining effective electronic filing systems, to ensure that information is kept securely and is accessible to other members of the team.

To provide administrative support including when appropriate to all team members to support a range of department initiatives

To carry out other appropriate delegated duties as required

To facilitate flexible working, although this is the post holders primary role, s/he may be required to undertake work in another role or team, commensurate with the grade of this post, in order to utilise the post holders experience and skills and maximize the efficiency of the organisation.

To carry out other appropriate delegated duties as required by the Line Manager

Person Specification

Knowledge and Experience

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
  • Intermediate knowledge of IT systems and software programmes such as Outlook, Word, Excel, PowerPoint and Access.
  • Understanding of Confidentiality and Data Protection Act.

Skill and Abilities

Essential

  • Clear communicator with excellent writing and data entry
  • Ability to work under pressure in a busy working environment and able to multi-task.
  • Effective team working.
  • Understanding of and commitment to equality of opportunity and good working relationships
  • Ability to work with minimal supervision and 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.

Other

Essential

  • Ability to work as part of a team and work flexibly to provide support to other departments and teams as and when necessary
  • Demonstrates commitment to NHS and organisational values and behaviours
  • Demonstrate commitment and role model behaviours and actions that support equality, diversity, belonging and inclusion.
Person Specification

Knowledge and Experience

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
  • Intermediate knowledge of IT systems and software programmes such as Outlook, Word, Excel, PowerPoint and Access.
  • Understanding of Confidentiality and Data Protection Act.

Skill and Abilities

Essential

  • Clear communicator with excellent writing and data entry
  • Ability to work under pressure in a busy working environment and able to multi-task.
  • Effective team working.
  • Understanding of and commitment to equality of opportunity and good working relationships
  • Ability to work with minimal supervision and 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.

Other

Essential

  • Ability to work as part of a team and work flexibly to provide support to other departments and teams as and when necessary
  • Demonstrates commitment to NHS and organisational values and behaviours
  • Demonstrate commitment and role model behaviours and actions that support equality, diversity, belonging and inclusion.

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

South West London Integrated Care Board

Address

120 The Broadway

London

SW19 1RH


Employer's website

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

Employer details

Employer name

South West London Integrated Care Board

Address

120 The Broadway

London

SW19 1RH


Employer's website

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

Employer contact details

For questions about the job, contact:

Desig Looked After Children Nurse (Croydon)

Charity Kanotangudza

Charity.Kanotangudza@swlondon.nhs.uk

Details

Date posted

19 June 2024

Pay scheme

Agenda for change

Band

Band 2

Salary

£26,696 a year per annum inclusive of Outer HCAS

Contract

Permanent

Working pattern

Full-time

Reference number

491-SWLSGS06/K06/M06

Job locations

120 The Broadway

London

SW19 1RH


Supporting documents

Privacy notice

South West London Integrated Care Board's privacy notice (opens in a new tab)