Administration Assistant

Job description

Job responsibilities

Core Functions

Working under the instruction of the line manager to develop an understanding of the service area and job role, the post holder will be responsible for providing efficient and effective administrative support for Humber and North Yorkshire Cancer Alliance which will involve:

acting as the first point of contact for the organisation, receiving, responding to incoming calls and communications within the organisation in accordance with policy resolving where possible and effectively sign-posting when appropriate. This will involve ensuring a high standard of communication and confidentially when receiving and communicating to others using the appropriate discretion.

consistently delivering a customer focused service; meeting and greeting visitors arriving for meetings at organisational Offices and events, ensuring that their arrival is notified to the correct manager/programme lead and that they arrive in the appropriate meeting room. This will include virtual meetings providing support to meeting administrators whether that is in the form of allowing access to meeting participants or sharing documents and slides with the meeting.

providing secretarial and administrative services to specific teams as tasked, which will include support for senior managers and may include researching and gaining a broad understanding of strategic projects and programmes of work.

liaise with Alliance partner organisations as required to arrange meetings and to support the team administrative function.

responsible for organising meetings and planning administrative work as required for designated senior managers, including booking venues, securing time in delegate diaries, liaising with other administrators and adjusting plans when necessary. Issuing invitations, collation and distribution of agenda and supporting papers, maintaining confirmation of attendance lists and attending meetings in a supportive role to take meeting notes.

Regularly order materials/products on behalf of colleagues, monitoring spend and maintaining stock control systems

ensuring effective time management through organisation and maintenance of diaries, taking decisions in organising and re-arranging appointments as necessary.

ensuring refreshments and resources required for individual meetings are available as required.

applying the correct formatting to corporate documentation in line with agreed policies and procedures.

inputting into, monitoring and printing reports from computerised systems.

Administer the stakeholder database, including inputting details of stakeholders, identification of member interests, accurate record keeping of stakeholders, ensuring that all information is entered and updated accurately

undertaking photocopying and providing printed copies of documents as required.

collecting and distributing post.

provide cover for the team across the different programmes within the alliance.

Any other duties commensurate with the grade and in line with the requirements of this post, including maintaining a personal level of continual professional development and insight into best practice in the relevant work areas.

Key Relationships

The post holder will have key relationships with the following teams, departments and organisations:

Other Administrative / Business Support Team Members in the ICB and other organisations

Place, ICB, CAP, Trust Director(s)

Place, ICB, CAP, Trust Delivery Teams

ICB Executive Directors and their Teams

Partner Organisations at Place including Local Authorities, NHS Providers, Non-NHS Providers including senior officers

Liaison with other external organisations and regulators such as NHS England, CQC, Venues for meeting arrangements

Line Manager

o Report on progress of work via regular 1:1s

o Agree and regularly review personal development plans

Engage with and report progress in conjunction with Cancer Alliance governance framework

Person Specification

Qualifications

Essential

• Educated to NVQ / RSA level 3 or significant equivalent experience
• Understanding of, and commitment to equality of opportunity and good working relationships

Desirable

• Awareness of a range of Health Services provisions
• Knowledge of NHS issues
• Understanding of Data Protection legislation

Experience

Essential

• Able to use IT to gather, interpret and manipulate information
• Demonstrable experience of working in a public facing administrative environment
• Significant experience of minutes and note taking

Desirable

• Previous experience of working in the NHS

Skills and Attributes

Essential

• Good working knowledge of Microsoft Office suite of products, (Word, Excel, PowerPoint, Outlook)
• Excellent communication skills (verbal and written)
• Focuses on delivering a customer orientated service
• Able to plan, prioritise and effectively manage own workload
• A high degree of integrity and ability to apply principles of confidentiality
• Problem solving skills,
• Resourceful and innovative approach to planning and achieving key tasks
• Identifies and takes responsibility for own development
• Mature and confident approach
• Motivated and enthusiastic
• Team Player
• Well presented
• Flexible approach to work
• Organised

Desirable

• Awareness of a range of Health Services provisions
• Knowledge of NHS issues
• Understanding of Data Protection legislation

Employer details

Employer name

Humber and North Yorkshire Integrated Care Board (857)

Address

Health House

Grange Park Lane

Willerby

HU10 6DT

Employer's website

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