Administration Assistant for Work & Health Integration

Job description

Job responsibilities

5. Core Duties and Responsibilities (Key Result Areas)

Key responsibilities will include:

Provide administrative support to the WorkWell Steering Group and WorkWell Design and Delivery Group, and support key learning and change events as required across the programme with the partners of the programme for example; Primary Care Networks (PCNs), Local Authority (LA), Department of Work and Pensions (DWP), Department of Health and Social Care (DHSC), Job Centre Plus (JCP), Voluntary, Community, and Social Enterprise (VCSE).

Planning & Organising

Provide and coordinate administrative and secretarial services.

Mange diaries and travel arrangements.

Organise meetings and arrange events.

Provide effective and confidential electronic diary management for the senior leadership team and other senior managers as appropriate.

Plan and co-ordinate appointments, including rearranging and prioritising as appropriate.

Provide support to senior team meetings including organising meetings, booking rooms, and ensuring papers are ready and distributed for meetings.

Undertake the organisation and planning of events as directed.

Organise travel arrangements for the wider team, booking rail and accommodation in accordance with policy.

Gather information and undertake enquires for the senior leadership team and other senior managers, teams and the wider group as and when is necessary.

Service Improvement

Develop and maintain effective electronic systems ensuring information is secure and accessible to other team members.

Support team members in the collection of information for performance reporting on relevant team activities.

Run and collate reports, both qualitative and quantitative, including supporting with reports to the Board and senior management as required.

Create databases and spreadsheets. Input, monitor and check data produced and required for on-going and finite activities.

Analysis & Judgment

Act as a point of contact for teams, dealing and responding effectively with complex queries from a wide range of stakeholders. Use judgement to pass on relevant information to appropriate team members sensitively and autonomously.

Receive telephone calls for the department and use initiative to appropriately manage phone calls and messages.

Undertake initial analysis of non-complex information, interpreting and presenting data to highlight issues, risks in support of decision making

Provide and receive complex information which may contain contentious and sensitive information.

Communication

Be the key point of contact for enquiries and advice for the team.

Ensure all urgent and/or confidential communications are received and distributed from/to relevant parties in an appropriate and timely manner.

Handle routine correspondence and draft routine responses, ensuring that it is accurate and provided in a timely manner.

Ensure that any complaints, comments and suggestions are dealt with appropriately, in accordance with policy, resolving where possible and escalating to line manager when appropriate.

Prepare agendas, take minutes, track and follow up on actions and distribute of notes of meetings.

Financial Management

Supply relevant information required for financial management activities

Order stationery and consumables for the department, ensuring they secured appropriately.

People Management

Train new starters to the team as appropriate.

Provide cross cover for colleagues as required.

Research & Development

Participate in Research and Development activities as directed.

Policy & Service Development

Provide guidance and advice on relevant policies and procedures.

Suggest amendments and/or new processes to support the effective running of the service.

6. Key relationships

Establish and maintain collaborative working relationships with:

ICB colleagues, Senior Managers and wider colleagues

Local system stakeholders including healthcare providers and local

authorities

Other ICBs and WorkWell Vanguards; NHS England; Commissioning Support Unit

Governing Body Members (clinical, managerial and lay)

Executive Team

GP Portfolio leads

Primary Care Network Clinical Directors

Member GP practices and other practice staff

Public Health England

ICS stakeholders including Health and Wellbeing Board members

Patients, carers and communities

Local professional committees (LMC, LPC, LOC, LDC)

Academic Health Science Networks and Centres

Voluntary Groups

Other local and national organisations as required, including Regulatory Bodies.

SMEs

DWP

Person Specification

Education and Training

Essential

• Educated to NVQ 4 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.

Skills

Essential

• A high level of accuracy and excellent attention to detail.
• Strong organisational skills and ability to prioritise work and manage stakeholder expectations.
• A flexible/adaptable approach to work in order to meet various deadlines.

Knowledge & Experience

Essential

• Significant secretarial /administrative experience.
• Good working knowledge of administrative processes and procedures.
• Significant experience of initiating and maintaining office systems (e.g. filing systems).
• Experience of drafting correspondence.
• Intermediate knowledge of IT systems and software programmes such as Microsoft Outlook, Word, PowerPoint and Excel and SharePoint.
• Demonstrable experience in dealing with the public and managing sensitive and confidential information.
• Previously worked in similar position within the public sector.
• Demonstrable experience of minute taking and producing reports.

Desirable

• Experience working in the NHS.
• Experience of working in a distributed team based in a number of locations.

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.

Employer details

Employer name

NHS Leicester, Leicestershire and Rutland Integrated Care Board

Address

LLR ICB

ROOM 30 PEN LLOYD BUILDING, LEICESTER ROAD, GLENFIELD

Glenfield

LE3 8TB

Employer's website

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