Job summary
Advert only open to staff currently employed by Mid and South Essex ICB, Mid and South Essex NHS Foundation Trust and Essex Partnership University NHS Foundation Trust.
We are seeking a proactive and detail-oriented Administrator to join our team and support our clinical operations and delivery of financial efficiencies. The post holder will be part of a team who make a significant contribution to improved health outcomes, cost effective medicines use and patient safety, and empower clinical teams to make a positive impact on communities.
As an Administrator within our MO team, you will play a crucial role in supporting the smooth running of our clinical projects. You will be responsible for a variety of administrative tasks, including organising meetings, managing budgets, and maintaining records. Join our team and contribute to the success of the team, ensuring efficient and effective healthcare delivery. We look forward to receiving your application.
Hybrid working - predominantly home with some working from Basildon office.
Main duties of the job
Decision Making & Escalation: Responsible for decisions made during duties, seeking guidance and escalating issues where appropriate.
Budget Monitoring: Responsible for monitoring one or more budgets, ensuring best value for money within your work area.
Administrative Services: Provide administrative support to the MO team, organising meetings, managing agendas, and minute-taking as necessary.
Webpage Maintenance: Maintain local content on the ICB MO webpage, ensuring timely updates of guidelines, pathways, and formulary decisions.
Team Support: Work supportively with team members to ensure smooth administration of the MO team.
Process Management: Develop and maintain processes, systems, and procedures for office administration, particularly for interface and high-cost drugs.
Meeting Management: Take and transcribe formal minutes at meetings, maintaining electronic records.
Project Support: Provide administrative support on specific workpieces and projects.
Information Management: Handle incoming and outgoing information requirements professionally, dealing with sensitive and confidential matters.
Qualifications and Experience:
Proven experience in a similar administrative role.
Strong organizational and multitasking skills.
Excellent written and verbal communication skills.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
Ability to supervise and support less experienced team members.
Strong attention to detail and ability to handle confidential information.
About us
Mid and South Essex ICB is a statutory organisation responsible for the planning and delivery of local health and care services, across Mid and South Essex and is part of the wider integrated care system. 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. The headquarters for the organisation is Phoenix Court, Basildon, but there is a hybrid model of working, which includes working across Mid and South Essex and home working.
We are passionate about creating an inclusive workplace that promotes and values diversity. We know through experience that the different ideas, perspectives and backgrounds create a stronger and more creative work environment that delivers better patient outcomes. We welcome applications regardless of peoples age, disability, sex, gender, identity and gender expression, sexual orientation, race or ethnicity, religion or belief. We have policies and procedures in place to ensure that all applicants are treated fairly and consistently at every stage of the recruitment process, including the consideration of reasonable adjustment for people who have a disability. We would also encourage applicants to raise any personal circumstances they would like us to be aware of so that we can consider possible adjustments.
Unfortunately, the organisation does not have a Sponsorship licence.
Job description
Job responsibilities
ROLE PURPOSE / SUMMARY
The Mid and South Essex Integrated Care System will comprise the Integrated Care Board (ICB), which is the statutory body for the NHS, and the Integrated Care Partnership (ICP), which is a committee of the ICB, and brings together key health, care, community and voluntary sector organisations across the area.
Pharmacy and medicines optimisation (PMO) sits within the Clinical Leadership and Innovation Directorate.
The Clinical Leadership and Innovation Directorate is charged with putting clinical and multi-professional leadership at the heart of our system. This means that our health and care performance benefits from the active support and participation of staff within the ICS as part of their day-to-day work. The Directorate will support the system by preparing the ground for the adoption of a Stewardship Approach as well as managing the transition including ongoing pathway development, specialist commissioning activities and change-making within current BAU activity. It will then transform our system by managing our health and care resources through the formation of and delivery by stewardship groups.
At the same time, it will ensure the safe and effective use of medicines and optimize medicines use to improve health outcomes and the quality of care. It will do this by leading the strategic transformation of medicines optimization work and ensuring the ICB undertakes all its statutory duties in relation to medications. It will also lead on integration, commissioning and contracting, development clinical community pharmacy services and the development of systems and processes to provide quality and patient safety assurance for use of medicines in commissioned services.
The post-holder will deliver medicines optimisation to ensure cost-effective, safe medicines use, enabling the best possible health gains for patients. This will be achieved through supporting the development and maintenance of the joint ICS formulary and treatment pathways. The post holder will look to support the development of local prescribing guidelines with patient focused personalized care and embed shared decision making into clinical pathways to reduce inequalities.
COMPETENCY BASED KEY DELIVERABLES
- Responsible for decisions made during the course of duties, seeking guidance and escalating issues where appropriate
- Assist with the delivery of project plans and workstreams, as directed by line manager and raising any issues with delivery to line manager
- Required to supervise less experienced team members and demonstrate how to perform tasks within the remit of their role
- Responsible for the monitoring of one or more budgets
- Seeks best value for money within own area of work
- Provide administrative services to the clinical arm of the PMO team, meeting deadlines set.
- Provide administrative services by organising meetings, and manage agenda/minute taking as necessary
- Produce reports, spreadsheets and presentations to a professional standard.
- Maintain the locally editable content of ICB MO webpage to ensure that up to date guidelines, pathways and formulary decisions are published in a timely manner
- Manage all incoming interface and HCD queries by directing them to the relevant PMO pharmacists
- Ensure that all interface and HCD queries are dealt with efficiently, that any bring forward system is actively managed and updated.
- Support in documenting all queries and responses, such that these are readily retrievable for future use.
- Ensure that a professional image is maintained and a helpful and effective service is provided at all times to all internal or external contacts.
- All typing or diary management tasks required are managed within the deadlines set and that all filing is completed appropriately and in a timely manner.
- Work in a supportive manner with other members of the team to ensure the smooth running of the administration of PMO.
- Suggest changes to improve administration and effectiveness.
- Undertake specific pieces of work, projects or any other duties in accordance with grade.
- Establish, develop and maintain processes, systems and procedures to manage all office administration, specifically across the interface and high cost drugs.
- Take and transcribe formal minutes at meetings as required.
- Maintain electronic records as required.
- Provide administrative support on specific pieces of work and projects as required.
- Develop a good working knowledge of current key issues for the department and directorate.
- Manage incoming and outgoing information requirements in a professional manner, handling correspondence and queries on a range of organisational matters that are often sensitive and confidential.
- Plan and organise events and meetings as required.
- Work to quality standards and monitoring systems for the administration services of the dept.
- Ensure appropriate administrative cover arrangements are in place.
- Ensure accurate and timely data input for relevant databases.
- The post-holder is required to understand and adhere to all local policies and processes.
Job description
Job responsibilities
ROLE PURPOSE / SUMMARY
The Mid and South Essex Integrated Care System will comprise the Integrated Care Board (ICB), which is the statutory body for the NHS, and the Integrated Care Partnership (ICP), which is a committee of the ICB, and brings together key health, care, community and voluntary sector organisations across the area.
Pharmacy and medicines optimisation (PMO) sits within the Clinical Leadership and Innovation Directorate.
The Clinical Leadership and Innovation Directorate is charged with putting clinical and multi-professional leadership at the heart of our system. This means that our health and care performance benefits from the active support and participation of staff within the ICS as part of their day-to-day work. The Directorate will support the system by preparing the ground for the adoption of a Stewardship Approach as well as managing the transition including ongoing pathway development, specialist commissioning activities and change-making within current BAU activity. It will then transform our system by managing our health and care resources through the formation of and delivery by stewardship groups.
At the same time, it will ensure the safe and effective use of medicines and optimize medicines use to improve health outcomes and the quality of care. It will do this by leading the strategic transformation of medicines optimization work and ensuring the ICB undertakes all its statutory duties in relation to medications. It will also lead on integration, commissioning and contracting, development clinical community pharmacy services and the development of systems and processes to provide quality and patient safety assurance for use of medicines in commissioned services.
The post-holder will deliver medicines optimisation to ensure cost-effective, safe medicines use, enabling the best possible health gains for patients. This will be achieved through supporting the development and maintenance of the joint ICS formulary and treatment pathways. The post holder will look to support the development of local prescribing guidelines with patient focused personalized care and embed shared decision making into clinical pathways to reduce inequalities.
COMPETENCY BASED KEY DELIVERABLES
- Responsible for decisions made during the course of duties, seeking guidance and escalating issues where appropriate
- Assist with the delivery of project plans and workstreams, as directed by line manager and raising any issues with delivery to line manager
- Required to supervise less experienced team members and demonstrate how to perform tasks within the remit of their role
- Responsible for the monitoring of one or more budgets
- Seeks best value for money within own area of work
- Provide administrative services to the clinical arm of the PMO team, meeting deadlines set.
- Provide administrative services by organising meetings, and manage agenda/minute taking as necessary
- Produce reports, spreadsheets and presentations to a professional standard.
- Maintain the locally editable content of ICB MO webpage to ensure that up to date guidelines, pathways and formulary decisions are published in a timely manner
- Manage all incoming interface and HCD queries by directing them to the relevant PMO pharmacists
- Ensure that all interface and HCD queries are dealt with efficiently, that any bring forward system is actively managed and updated.
- Support in documenting all queries and responses, such that these are readily retrievable for future use.
- Ensure that a professional image is maintained and a helpful and effective service is provided at all times to all internal or external contacts.
- All typing or diary management tasks required are managed within the deadlines set and that all filing is completed appropriately and in a timely manner.
- Work in a supportive manner with other members of the team to ensure the smooth running of the administration of PMO.
- Suggest changes to improve administration and effectiveness.
- Undertake specific pieces of work, projects or any other duties in accordance with grade.
- Establish, develop and maintain processes, systems and procedures to manage all office administration, specifically across the interface and high cost drugs.
- Take and transcribe formal minutes at meetings as required.
- Maintain electronic records as required.
- Provide administrative support on specific pieces of work and projects as required.
- Develop a good working knowledge of current key issues for the department and directorate.
- Manage incoming and outgoing information requirements in a professional manner, handling correspondence and queries on a range of organisational matters that are often sensitive and confidential.
- Plan and organise events and meetings as required.
- Work to quality standards and monitoring systems for the administration services of the dept.
- Ensure appropriate administrative cover arrangements are in place.
- Ensure accurate and timely data input for relevant databases.
- The post-holder is required to understand and adhere to all local policies and processes.
Person Specification
Partnership Working / Leadership Management
Essential
- Take personal responsibility for positively contributing to a safe and inclusive culture as well as understanding how best to raise any concerns around leadership and management
- Ability to plan workload considering conflicting priorities and deadlines
- Understanding of the NHS People Promise and ICB values
Qualifications
Essential
- Diploma level qualification or equivalent level of experience in relevant role
- Additional training or experience to support the requirements of the role
Experience
Essential
- Experience of working in a service focused environment
- Experience of arranging meetings, preparing agendas and transcribing minutes of meetings
- Experience of providing administrative and project support and developing and implementing administrative systems
Skills
Essential
- Attention to detail
- Prioritisation and organisation skills
- Able to analyse data from databases to present summary results and/or draw conclusions
Knowledge / understanding
Essential
- Knowledge of administrative systems and procedures
- Understanding of practices within required field of work
- Understanding of current issues impacting on the NHS
Person Specification
Partnership Working / Leadership Management
Essential
- Take personal responsibility for positively contributing to a safe and inclusive culture as well as understanding how best to raise any concerns around leadership and management
- Ability to plan workload considering conflicting priorities and deadlines
- Understanding of the NHS People Promise and ICB values
Qualifications
Essential
- Diploma level qualification or equivalent level of experience in relevant role
- Additional training or experience to support the requirements of the role
Experience
Essential
- Experience of working in a service focused environment
- Experience of arranging meetings, preparing agendas and transcribing minutes of meetings
- Experience of providing administrative and project support and developing and implementing administrative systems
Skills
Essential
- Attention to detail
- Prioritisation and organisation skills
- Able to analyse data from databases to present summary results and/or draw conclusions
Knowledge / understanding
Essential
- Knowledge of administrative systems and procedures
- Understanding of practices within required field of work
- Understanding of current issues impacting on the NHS
