Job summary
An exciting opportunity has arisen for an Administrator to provide administrative support to the Governance Team.
We are looking for a dynamic individual who is enthusiastic, well organised and motivated with administration knowledge, underpinned by experience.
Please note that should we receive a sufficient number of applicants this vacancy will be closed early.
Main duties of the job
An integral key role to support the Corporate Governance Team across the Birmingham and Solihull Integrated Care System.
The post holder will be required to work on their own initiative and 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 workload and demonstrate initiative in order to fulfill the requirements of the post.
Excellent interpersonal and communication skills are essential plus an ability to deal with sensitive and confidential information. The post holder will be required to utilise a personal computer, word processing and database in-putting together with diary management.
About us
Birmingham and Solihull Integrated Care System brings together local NHS, councils and voluntary, community and faith sectors to better serve our communities. With a population of circa 1.55 million, our vision is for BSOL to be the healthiest place to live and work, driving equity in life chances and health outcomes for everyone. For an chance to be part of the fantastic opportunity we have as an Integrated Care System, apply for this role today.
As a member of our system you will actively demonstrate system values in all that you do. You will be driven to address health inequalities and create an environment that is inclusive for all people.
In return NHS Birmingham and Solihull can offer you the opportunity to thrive and develop in a team that is supportive, ambitious and inclusive. You will have plenty of opportunities to build your skills and experience, with a chance to work with colleagues across our five Provider Trusts, two Local Authorities, voluntary organisations, Integrated Care Board (ICB) and NHS England to truly effect change and add value.
We know that diversity fosters creativity and innovation and are committed to challenging discrimination, promoting equality of opportunity for all, being a fair and inclusive employer, and creating a place of work in which all of us feel we belong.
Job description
Job responsibilities
Provide confidential and sensitive administrative support for preparation of meetings for the Board its committees and other ad hoc meetings
Taking adhoc accurate minutes of meetings as required (in person and via Teams), and preparing meeting papers and packs.
Maintain the corporate documents library and archive on SharePoint.
Process purchase orders using Oracle for hire of meeting venues/refreshments.
Process ad hoc Non-executive Directors travel expenses, collating necessary receipts and forwarding onto payroll department to process
Maintain shared calendars to reflect the corporate calendar, including maintenance of attendance registers.
Order goods and services (via Oracle)
Support Outlook inboxes (emails) for the team prioritising queries as appropriate and answering routine emails.
Liaise with a wide range of partners and stakeholders, both internally, externally.
Produce a range of confidential documents, including typing of letters and file notes. Maintain an effective office support system including filing photocopying
High attention to detail and motivation required to work towards and adhere to challenging deadlines. Ability to prioritise your own workload is critical.
Cross cover other administrators as required.
Participate in objective setting and monthly 1:1 meetings with Line Manager and attend all ICB mandatory training and other training relevant to role.
Take every reasonable opportunity to maintain and improve professional knowledge.
The post holder will regularly deal with a range of routine and non-routine administrative tasks as required for an efficient and effective service.
Working consistently to tight and inflexible deadlines.
Demonstrates admin duties to any new starters within the Team
Undertake surveys or audits with relevance to own work
Job description
Job responsibilities
Provide confidential and sensitive administrative support for preparation of meetings for the Board its committees and other ad hoc meetings
Taking adhoc accurate minutes of meetings as required (in person and via Teams), and preparing meeting papers and packs.
Maintain the corporate documents library and archive on SharePoint.
Process purchase orders using Oracle for hire of meeting venues/refreshments.
Process ad hoc Non-executive Directors travel expenses, collating necessary receipts and forwarding onto payroll department to process
Maintain shared calendars to reflect the corporate calendar, including maintenance of attendance registers.
Order goods and services (via Oracle)
Support Outlook inboxes (emails) for the team prioritising queries as appropriate and answering routine emails.
Liaise with a wide range of partners and stakeholders, both internally, externally.
Produce a range of confidential documents, including typing of letters and file notes. Maintain an effective office support system including filing photocopying
High attention to detail and motivation required to work towards and adhere to challenging deadlines. Ability to prioritise your own workload is critical.
Cross cover other administrators as required.
Participate in objective setting and monthly 1:1 meetings with Line Manager and attend all ICB mandatory training and other training relevant to role.
Take every reasonable opportunity to maintain and improve professional knowledge.
The post holder will regularly deal with a range of routine and non-routine administrative tasks as required for an efficient and effective service.
Working consistently to tight and inflexible deadlines.
Demonstrates admin duties to any new starters within the Team
Undertake surveys or audits with relevance to own work
Person Specification
Other Skills
Essential
- Relevant Administrative Experience
- Previous experience of minute taking/notes
- Be proficient in the use of computer packages
Desirable
- Previous Administrative experience within the NHS
Qualifications
Essential
- Good Standard of general education including GCSE English or equivalent
Desirable
- RSA typing 11 or eqivalent
Person Specification
Other Skills
Essential
- Relevant Administrative Experience
- Previous experience of minute taking/notes
- Be proficient in the use of computer packages
Desirable
- Previous Administrative experience within the NHS
Qualifications
Essential
- Good Standard of general education including GCSE English or equivalent
Desirable
- RSA typing 11 or eqivalent
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
