Job summary
An exciting opportunity has arisen for an individual with excellent organisation skills to join NHS Greater Manchester's central Urgent and Emergency Care Team.
The post holder will be an integral part of the team in supporting the delivery of a range of work streams working closely with the Programme Director, managers and staff across the Programme Team. The role offers a hybrid working arrangement with great variety and the opportunity for the post holder to build strong relationships with colleagues across the ICB and wider systems.
The post holder will provide a crucial role in co-ordinating administrative services in the form of diary management, preparing agendas, minute taking with any follow-up actions, supporting with the management of projects including, but not limited to, admission avoidance, discharge and flow, performance and quality assurance and undertaking enquires as and when required.
Main duties of the job
Provide specialist secretarial/administration support and advice to the team by:
- Having the ability to work autonomously, prioritise own workload and act on own initiative to agreed deadlines.
- Supporting the team in project management and participating in department meetings and events.
- Working with the team in the collection of information for performance reporting to respond to requests from NHS England, wider system colleagues and external parties.
- Acting as a point of contact for dealing and responding effectively with complex queries from stakeholders and passing on relevant and sometimes sensitive information to appropriate team members autonomously.
- Taking telephone calls for the department and using initiative to deal with enquiries and messages.
- Undertaking administrative duties such as photocopying and mail-out distributions.
- Working collaboratively with other administrators and Personal Assistants to provide an effective network of support and communication, being flexible to cover other administrators' general duties if required.
- Providing guidance and advice on relevant policies and procedures.
- To perform other appropriate delegated duties as required.
About us
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 and wellbeing of people who live and work in their area. Their purpose is to improve outcomes in population health and healthcare; tackle inequalities in outcomes, experience, and access; enhance productivity and value for money and support broader social and economic development in their area efficiency. This will be delivered in neighbourhood, place, combinations of places and GM system.Our NHS People Promise -the promise we must all make to each other, to work together to improve the experience of working in the NHS for everyone.
Job description
Job responsibilities
Provide specialist secretarial/administration support and advice to the teams and/or Sector by:
- Communicating in writing and verbally to a number of different stakeholders linked to the programme, when organising meetings etc.
- Maintaining good working relations with a range of internal and external stakeholders.
- Having good negotiation skills to communicate sometimes contentious information.
- Inputting, monitoring and checking data, required for ongoing projects within the teams.
- 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.
- Preparing agendas, taking minutes, and distributing notes of meetings including typing up of group discussions and interviews as necessary.
- Managing the electronic diary for the department, including arranging and changing appointments, prioritising these as appropriate and booking meeting rooms where required.
- Sorting and prioritising all incoming mail and e-mail, distributing as appropriate.
- Organising and planning events as necessary supporting information material.
- Ensuring all urgent and/or confidential communications received are distributed from/to relevant parties in a timely manner.
- Ordering stationery as required.
- Supplying the relevant information required for financial management, supporting the Programme Director and wider teams by checking and sending invoices for payment.
- Running and collating reports and surveys, which may include reports to the Board and senior management as required.
Job description
Job responsibilities
Provide specialist secretarial/administration support and advice to the teams and/or Sector by:
- Communicating in writing and verbally to a number of different stakeholders linked to the programme, when organising meetings etc.
- Maintaining good working relations with a range of internal and external stakeholders.
- Having good negotiation skills to communicate sometimes contentious information.
- Inputting, monitoring and checking data, required for ongoing projects within the teams.
- 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.
- Preparing agendas, taking minutes, and distributing notes of meetings including typing up of group discussions and interviews as necessary.
- Managing the electronic diary for the department, including arranging and changing appointments, prioritising these as appropriate and booking meeting rooms where required.
- Sorting and prioritising all incoming mail and e-mail, distributing as appropriate.
- Organising and planning events as necessary supporting information material.
- Ensuring all urgent and/or confidential communications received are distributed from/to relevant parties in a timely manner.
- Ordering stationery as required.
- Supplying the relevant information required for financial management, supporting the Programme Director and wider teams by checking and sending invoices for payment.
- Running and collating reports and surveys, which may include reports to the Board and senior management as required.
Person Specification
Qualifications
Essential
- ECDL or equivalent experience. Educated to NVQ 4 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.
Experience
Essential
- Significant administrative/ secretarial experience including initiating and maintaining office systems. Demonstrable experience in dealing with the public and dealing with sensitive and confidential information.
Knowledge
Essential
- 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 business continuity. Knowledge of estates and facilities. Knowledge of NHS issues.
SKILLS AND COMPETENCIES
Essential
- Clear communicator with excellent writing, data entry and presentation skills: capable of constructing and delivering clear information/ instructions to staff and service users. Ability to work under pressure in a busy working environment and able to multi-task. Effective team working. Minute taking. Commitment to and focused on quality, promotes high standards in all they do. Able to make a connection between their work and the benefit to patients and the public. Consistently thinks about how their work can help and support clinicians and frontline staff deliver better outcomes for patients.
OTHER
Essential
- Understanding of and commitment to equality of opportunity and good working relationships Ability to work without supervision. Able to work on own initiative, organising and prioritising own and other's workloads to changing and often tight deadlines An ability to maintain confidentiality and trust Professional, calm and efficient manner Commitment to continuing professional development Positive and flexible approach to work.
Person Specification
Qualifications
Essential
- ECDL or equivalent experience. Educated to NVQ 4 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.
Experience
Essential
- Significant administrative/ secretarial experience including initiating and maintaining office systems. Demonstrable experience in dealing with the public and dealing with sensitive and confidential information.
Knowledge
Essential
- 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 business continuity. Knowledge of estates and facilities. Knowledge of NHS issues.
SKILLS AND COMPETENCIES
Essential
- Clear communicator with excellent writing, data entry and presentation skills: capable of constructing and delivering clear information/ instructions to staff and service users. Ability to work under pressure in a busy working environment and able to multi-task. Effective team working. Minute taking. Commitment to and focused on quality, promotes high standards in all they do. Able to make a connection between their work and the benefit to patients and the public. Consistently thinks about how their work can help and support clinicians and frontline staff deliver better outcomes for patients.
OTHER
Essential
- Understanding of and commitment to equality of opportunity and good working relationships Ability to work without supervision. Able to work on own initiative, organising and prioritising own and other's workloads to changing and often tight deadlines An ability to maintain confidentiality and trust Professional, calm and efficient manner Commitment to continuing professional development Positive and flexible approach to work.