Job summary
The UEC / SCC Team is looking for an individual who has previous experience of administration work and can bring knowledge, skills and experience to support a busy directorate and team.
The individual will need to be organised, practical, reliable and efficient and have a flexible approach to the role, working on their own initiative as well as working effectively as part of the wider UEC Team.
The individual will provide and co-ordinate administrative services to the team including, for example, the preparation of agendas, papers, minutes and action notes to the large-scale system programmes of the ICB; co-ordinating throughout the team any enquiries, complaints, FOIs etc and maintaining a centrally held log, supporting the team with the arranging of some meetings, as well as gathering information and undertaking any ad hoc enquires as and when necessary.
To be successful in the role, the individual will have the resilience to meet tight deadlines and the experience to solve problems, co-ordinate meetings and be a good team player with a proactive can-do approach.
Excellent communication skills are essential as well as the ability to engage with a range of stakeholders.
Main duties of the job
To provide accurate, proactive and high-quality administrative support to the System Control Centre (SCC) team in a timely manner
To arrange and provide administrative support to key stakeholder meetings and specifically to the daily UEC Operational calls
To manage sensitive and confidential information and to take accurate and concise notes
To support key projects within the SCC within agreed timescales
To respond to and deal sensitively and efficiently with emails and calls
To work with system partners as necessary to gain information, disseminate it and to support the delivery of daily actions as required
To operate in a highly political and sensitive environment
The role will be varied and the postholder will make an important contribution to the success of the team they support
To ensure appropriate reporting and data feeds are in place to support this work
About us
The NHS is the biggest employer in Europe. It's a world-renowned institution and an exciting place to work, full of challenges and opportunities. You will be a member of a large, Urgent and Emergency Care Team.
The ICB recognises the need for its workforce to represent the diversity of the population it serves and seeks to create an environment where diversity is celebrated and inclusivity matters. We are also keen to break down any barriers into the NHS, and would encourage applications from under-represented groups, including those from BAME communities and disability groups.
In addition to a competitive salary, you will benefit from access to the generous NHS Pension Scheme as well of plenty of NHS exclusive discounts too.
Job description
Job responsibilities
Key Duties & Responsibilities
To deliver an effective and competent level of administrative support and consistently deliver a service which enables effective working relationships
The post holder is a key member of the team whose overarching goal is to enable, promote and support the effective use of data, information, knowledge and technology to improve, inform and support improvements in patient flow though the Urgent and Emergency Care pathway to improve patient outcomes and manage system pressure and risk
Providing support to the System Control Centre including:
Managing the SCC dedicated email in box, managing incoming and outgoing communication and keeping accurate records of email traffic and associated actions
Provision of administrative support to the daily UEC Operational Group including ensuring the rapid production of an Action Log for circulation to all participants, preparation and issuing of agendas, meeting invitations and distribution of SitReps
Support for processes and procedures that support implementation of the SCC Operating Model and the Rhythm of the Day
Supporting delivery of actions allocated by the Operational Commander, Operational Co-ordination, Deputy Director of UEC and/ or Director of UEC
Storing and filing documents sent to and generated by the SCC in accordance with the Operating Model
Supporting the development and use of consistent templates and standard operating procedures of sign off and use in the SCC
Job description
Job responsibilities
Key Duties & Responsibilities
To deliver an effective and competent level of administrative support and consistently deliver a service which enables effective working relationships
The post holder is a key member of the team whose overarching goal is to enable, promote and support the effective use of data, information, knowledge and technology to improve, inform and support improvements in patient flow though the Urgent and Emergency Care pathway to improve patient outcomes and manage system pressure and risk
Providing support to the System Control Centre including:
Managing the SCC dedicated email in box, managing incoming and outgoing communication and keeping accurate records of email traffic and associated actions
Provision of administrative support to the daily UEC Operational Group including ensuring the rapid production of an Action Log for circulation to all participants, preparation and issuing of agendas, meeting invitations and distribution of SitReps
Support for processes and procedures that support implementation of the SCC Operating Model and the Rhythm of the Day
Supporting delivery of actions allocated by the Operational Commander, Operational Co-ordination, Deputy Director of UEC and/ or Director of UEC
Storing and filing documents sent to and generated by the SCC in accordance with the Operating Model
Supporting the development and use of consistent templates and standard operating procedures of sign off and use in the SCC
Person Specification
Knowledge, Training and Experience
Essential
- Significant administrative/ secretarial experience including initiating and maintaining office systems.
- Demonstrable experience in dealing with sensitive and confidential information
- Intermediate knowledge of IT systems and software programmes such as Outlook, Word, Excel and PowerPoint
- Knowledge of NHS issues
- Understanding of Confidentiality and Data Protection Act.
- Demonstrable experience in supervising junior staff members
Communication Skills
Essential
- Ability to work under pressure in a busy working environment and able to multi-task
- Minute taking
- Clear communicator with excellent writing, data entry and presentation skills: capable of constructing and delivering clear information/ instructions to staff and service users
Autonomy
Essential
- Ability to work without supervision and able to work on own initiative, organising and prioritising own and others workloads to changing and often tight deadlines
Equality and Diversity
Essential
- Understanding of and commitment to equality of opportunity and good working relationships
Other
Essential
- Positive and flexible approach to work
- An ability to maintain confidentiality and trust
- Commitment to continuing professional development
- Professional, calm and efficient manner
Person Specification
Knowledge, Training and Experience
Essential
- Significant administrative/ secretarial experience including initiating and maintaining office systems.
- Demonstrable experience in dealing with sensitive and confidential information
- Intermediate knowledge of IT systems and software programmes such as Outlook, Word, Excel and PowerPoint
- Knowledge of NHS issues
- Understanding of Confidentiality and Data Protection Act.
- Demonstrable experience in supervising junior staff members
Communication Skills
Essential
- Ability to work under pressure in a busy working environment and able to multi-task
- Minute taking
- Clear communicator with excellent writing, data entry and presentation skills: capable of constructing and delivering clear information/ instructions to staff and service users
Autonomy
Essential
- Ability to work without supervision and able to work on own initiative, organising and prioritising own and others workloads to changing and often tight deadlines
Equality and Diversity
Essential
- Understanding of and commitment to equality of opportunity and good working relationships
Other
Essential
- Positive and flexible approach to work
- An ability to maintain confidentiality and trust
- Commitment to continuing professional development
- Professional, calm and efficient manner
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.
