Job summary
Highly motivated and enthusiastic individual to provide and coordinate administrative and secretarial services support to the Business Support Team to ensure that their work-stream of programmes are planned and managed effectively to support with their successful delivery; including for example, the preparation of reports, agendas and minutes, taking appropriate follow-up action as required. Supporting the team with the management of projects, gathering information and undertaking enquiries as and when is necessary for the team and the department.
Main duties of the job
Key responsibilities will include:To provide and co-ordinate administrative and business partner services,Supporting the team with the management of contracts and associated projects,Gathering information and undertaking enquiries, as and when necessary, for the Contracting and Performance team.Taking responsibility for a small portfolio of smaller provider contracts including contract negotiation and management, monitoring activity, and managing contractual amendments.
The role would be ideal for a well organised individual with previous administrative experience, great attention to detail, excellent communication.and relationship management skills who is looking to develop a career within the NHS and enjoys working within a complex and changingenvironment.
About us
If you are offered employment with us, you will have the opportunity to join a friendly, quality focused and dynamic team that is supportive andcares about your working experience and your wellbeing.BSW ICB have adopted agile working so this means the successful applicant will predominately be working from home but may be requested towork in any one of the ICB's office bases across BaNES, Swindon and Wiltshire. You will also have a contractual base within the BSW ICB officewhere your team is based.Benefits BSW ICB offer include:NHS Pension SchemeGenerous NHS annual leave entitlements commencing at 27 days per year rising to 33 days per year, pro rata, plus bank holidaysFlexible workingModern IT equipment and an in-house IT help facilityColleague wellbeing support through a Staff Support Service and a wealth of wellbeing guidance and offersColleague engagement forums and eventsFinancial wellbeing guidance and benefits (including NHS staff offers, health service discounts, cycle scheme, car lease scheme, money helperservice)Opportunities for learning through training and continuous developmentOpportunity to buy additional annual leaveEmployer name: NHS Bath and North East Somerset, Swindon and Wiltshire ICB
Job description
Job responsibilities
Sorting and prioritising all incoming mail e-mail and phone calls distributing as appropriate.Managing the electronic diary for the department, including arranging and changing appointments, prioritising these as appropriate.Provide administrative support to business support meetings, including minute taking, agenda setting, drafting issue logs/action trackers, and supporting the follow-up of actions required in between meetings, all within agreed timeframes.
Organising and planning meetings and events as necessary and providing supporting information/material.Supporting with projects within the agreed planning cycle, including attending meetings, drafting documents, progress trackers and liaison with other teams within the ICB.Inputting, monitoring, and checking data required for contract monitoring and the contract database.Acting as a point of contact for teams, dealing and responding effectively with complex queries from stakeholders and passing on relevant information to appropriate team members sensitively and autonomously.Running and collating reports, which may include reports to the team, Commissioners and Providers as required.Managing diaries including arranging and changing appointments, prioritising these as appropriate.Ensuring all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner.Developing and maintaining effective electronic and paper filing systems, to ensure that information is kept securely and is accessible to other members of the team.To provide administrative support, when appropriate, to all team members to support a range of department initiatives.Supporting teams in project management and participating in department events.Running and collating reports which may include reports to the Board and senior management as required.Providing guidance and advice on relevant policies and procedures.To carry out other appropriate delegated duties as required.
Job description
Job responsibilities
Sorting and prioritising all incoming mail e-mail and phone calls distributing as appropriate.Managing the electronic diary for the department, including arranging and changing appointments, prioritising these as appropriate.Provide administrative support to business support meetings, including minute taking, agenda setting, drafting issue logs/action trackers, and supporting the follow-up of actions required in between meetings, all within agreed timeframes.
Organising and planning meetings and events as necessary and providing supporting information/material.Supporting with projects within the agreed planning cycle, including attending meetings, drafting documents, progress trackers and liaison with other teams within the ICB.Inputting, monitoring, and checking data required for contract monitoring and the contract database.Acting as a point of contact for teams, dealing and responding effectively with complex queries from stakeholders and passing on relevant information to appropriate team members sensitively and autonomously.Running and collating reports, which may include reports to the team, Commissioners and Providers as required.Managing diaries including arranging and changing appointments, prioritising these as appropriate.Ensuring all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner.Developing and maintaining effective electronic and paper filing systems, to ensure that information is kept securely and is accessible to other members of the team.To provide administrative support, when appropriate, to all team members to support a range of department initiatives.Supporting teams in project management and participating in department events.Running and collating reports which may include reports to the Board and senior management as required.Providing guidance and advice on relevant policies and procedures.To carry out other appropriate delegated duties as required.
Person Specification
Knowledge, Training and Experience
Essential
- Educated to NVQ 3 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.
- 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.
- Knowledge of NHS issues
Communication skills
Essential
- Clear communicator with excellent writing, data entry and presentation skills: capable of constructing and delivering clear information/ instructions to colleagues and service users
- Ability to work under pressure in a busy working environment and able to multi-task
- Effective team working
Desirable
Person Specification
Knowledge, Training and Experience
Essential
- Educated to NVQ 3 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.
- 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.
- Knowledge of NHS issues
Communication skills
Essential
- Clear communicator with excellent writing, data entry and presentation skills: capable of constructing and delivering clear information/ instructions to colleagues and service users
- Ability to work under pressure in a busy working environment and able to multi-task
- Effective team working
Desirable
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.