Job summary
As the Alliance Administrator the post holder will work as part of a dynamic team in delivering an effective Alliance support service across the Peninsula. You will need to display a considerable degree of initiative, apply a high degree of confidentiality, possess mature judgement and embody the values of the NHS.The post holder will provide and coordinate administrative and secretarial services; including for example, the preparation of agendas and minutes, taking appropriate follow-up action as required. Supporting the team with the management of projects, gathering information and undertaking enquires as and when is necessary for the teams and the department.As well as the normal minute taking for meetings we are looking for someone who enjoys, and is looking to expand their communications experience. We currently have multiple forms of stakeholder engagement and we are looking for someone to help organise and monitor our various communications channels. The team also need help organising our various educational and tumour specific events which run throughout the year and require bringing together multiple stakeholders across the Devon and Cornwall Patch.
Please note this role is fixed term as it is a secondment cover for our current administrator.
Our Team largelywork from home but travel around the peninsula and into offices will be necessary, therefore a driving license and access to a vehicle is required.
Main duties of the job
o Sorting and prioritising all incoming mail and e-mail, distributing as appropriateo Managing the electronic diary for the department, including arranging and changing appointments, prioritising these as appropriateo Ensuring all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner.o Organising and planning events as necessary supporting information material.o Supporting teams in project management and participating in department events.o Inputting, monitoring and checking data, required for finite and ongoing projects within the teamso Working with all team members in the collection of information for performance reporting on relevant team projectso Acting as a point of contact for teamso Preparing agendas, taking minutes and distributing notes of meetings including typing up of group discussions and interviews as necessaryo To provide administrative support including when appropriate to all team members to support a range of Alliance initiativesoProviding guidance and advice on relevant policies and procedureso Participate in Research and Development activities as directedo To carry out other appropriate delegated duties as requiredo To lead on and develop different communications pieces to share with the patient population and our colleagues across the NHS.
About us
The Peninsula Cancer Alliance is developing a work plan which prioritises delivery of the recommendations within the Long-Term Plan for cancer.The Cancer Alliance aims to strengthen collaborative working to:oDevelop a unified vision for cancer services in the Peninsula and in accordance with the Cancer LTP;oEstablish consistency of standards for pathway management, clinical protocols and provision of cancer treatments;oBetter manage diagnostic capacity to improve cancer waiting times;o Reduce costs through reducing duplication and variation;o Enhance patient experience;oMaximise research and training across the systemoEnsure meaningful engagement with the public and patients and other key partners on the development and their delivery of their plans;oShare learning
The Alliance is a collaborative of several stakeholder organisations which include NHS hospitals, GPs and primary care, public health and the voluntary sector. Since April 2021 in Devon and Cornwall, many of these stakeholders have been organised into Integrated Care Systems.
More about our team can be found here: https://peninsulacanceralliance.nhs.uk/cancer-alliance-team/
Job description
Job responsibilities
Improving quality and outcomesTo enable the effective participation by all stakeholder organisation in the AllianceTo support the Chair and the Managing Director to run the Alliance businessTo support on projects as required thereby supporting the improvements in access and outcomes for cancer patients and their families.To work collaboratively across the NHS England/Improvement and with the Devon & Cornwall IoS ICS.Key Accountabilities The post-holder is expected to take responsibility for delivery against this job description and annual objectives as agreed in objective setting and appraisal meetings Set, plan and prioritise own workload to deliver effective outcomes Take responsibility for own professional development and learningKey Working Relationships To develop constructive and effective working relationships with the other members of the Alliance. To engage and develop positive relationships with external stakeholders as required.
Key Functional Responsibilities
Developing and maintaining effective electronic and paper filing systems, to ensure that information is kept securely and is accessible to other members of the teamPreparing documents, reports and materials in readiness for meetings. Arranging meetings, booking rooms and hospitality, compiling agendas; taking formal minutes and chasing actions; Planning and updating diaries, maintaining effective bring forward systemsUpdating filing systems (paper and electronic) Ensuring all correspondence is accurately and appropriately presented, this includes proactive management of emailsWord processing typing (including audio) of general correspondence and reports Using proficient internet skills to access, search and retrieve information Handling queries and ensuring that relevant information is imparted, and confidentiality is maintainedSetting up conference calls and webinars Creating and designing presentations using PowerPoint Data input using databases, spreadsheets Assisting the SSG manager in the organising and delivery of hybrid events across Devon and Cornwall.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
Job description
Job responsibilities
Improving quality and outcomesTo enable the effective participation by all stakeholder organisation in the AllianceTo support the Chair and the Managing Director to run the Alliance businessTo support on projects as required thereby supporting the improvements in access and outcomes for cancer patients and their families.To work collaboratively across the NHS England/Improvement and with the Devon & Cornwall IoS ICS.Key Accountabilities The post-holder is expected to take responsibility for delivery against this job description and annual objectives as agreed in objective setting and appraisal meetings Set, plan and prioritise own workload to deliver effective outcomes Take responsibility for own professional development and learningKey Working Relationships To develop constructive and effective working relationships with the other members of the Alliance. To engage and develop positive relationships with external stakeholders as required.
Key Functional Responsibilities
Developing and maintaining effective electronic and paper filing systems, to ensure that information is kept securely and is accessible to other members of the teamPreparing documents, reports and materials in readiness for meetings. Arranging meetings, booking rooms and hospitality, compiling agendas; taking formal minutes and chasing actions; Planning and updating diaries, maintaining effective bring forward systemsUpdating filing systems (paper and electronic) Ensuring all correspondence is accurately and appropriately presented, this includes proactive management of emailsWord processing typing (including audio) of general correspondence and reports Using proficient internet skills to access, search and retrieve information Handling queries and ensuring that relevant information is imparted, and confidentiality is maintainedSetting up conference calls and webinars Creating and designing presentations using PowerPoint Data input using databases, spreadsheets Assisting the SSG manager in the organising and delivery of hybrid events across Devon and Cornwall.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
Person Specification
Values and Behaviours
Essential
- 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. Values diversity and difference, operates with integrity and openness. Works well with others, is positive and helpful, listens, involves, respects and learns from the contribution of others. Consistently looks to improve what they do, looks for successful tried and tested ways of working, and also seeks out innovation. Actively develops themselves and supports others to do the same.
Qualifications
Essential
- Educated to NVQ 3 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience. Driving licence is required due to travel around Devon and Cornwall.
Knowledge and 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. 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 staff and service users. Ability to work under pressure in a busy working environment and able to multi-task. Effective team working. Minute taking.
Equality and Diversity
Essential
- Understanding of and commitment to equality of opportunity and good working relationships.
Autonomy/Freedom to Act
Essential
- Ability to work without supervision. Able to work on own initiative, organising and prioritising own and other workloads to changing and often tight deadlines.
Other
Essential
- An ability to maintain confidentiality and trust. Professional, calm and efficient attitude to work.
Person Specification
Values and Behaviours
Essential
- 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. Values diversity and difference, operates with integrity and openness. Works well with others, is positive and helpful, listens, involves, respects and learns from the contribution of others. Consistently looks to improve what they do, looks for successful tried and tested ways of working, and also seeks out innovation. Actively develops themselves and supports others to do the same.
Qualifications
Essential
- Educated to NVQ 3 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience. Driving licence is required due to travel around Devon and Cornwall.
Knowledge and 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. 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 staff and service users. Ability to work under pressure in a busy working environment and able to multi-task. Effective team working. Minute taking.
Equality and Diversity
Essential
- Understanding of and commitment to equality of opportunity and good working relationships.
Autonomy/Freedom to Act
Essential
- Ability to work without supervision. Able to work on own initiative, organising and prioritising own and other workloads to changing and often tight deadlines.
Other
Essential
- An ability to maintain confidentiality and trust. Professional, calm and efficient attitude to work.
Additional information
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
