Business Support - United Kingdom - NHS

Description

Are you an enthusiastic andorganised professional seeking a new challenge?

NHS Dorset Integrated CareBoard (ICB) has an exciting opportunity for an experienced and highly motivatedindividual to join our Ambulance Commissioning Support Team working within theICBs Strategic Commissioning and Place Directorate.

The post holder will play a crucialrole in the team by providing a wide variety of administrative and businesssupport tasks in relation to the ambulance contract for the seven ICBs acrossthe South West region.

We are looking for someone whowill be able to demonstrate excellent verbal and written communication skills,who enjoys working under pressure and responds well to changing priorities anddeadlines.

This role is being advertisedas full time on a permanent basis, offering the successful candidate the chanceto develop their administrative/business support skills working with a numberof partner organisations across the South West.

If you are passionate aboutdelivering good outcomes for patients and populations across Dorset and theSouth West, we would love to hear from you

Main duties of the job

The post holder will work within the AmbulanceCommissioning Support Team, providing comprehensive administrative support toensure the delivery of its key functions as Lead Commissioner for the SouthWest 999 Ambulance Contract.

This is customer focused role and day to daytasks will be varied to include:

• Meeting administration: taking and distributingformal minutes, recording clear actions and following these up to checkcompletion.
• Comprehensive diary management, ensuring manager/associatedteam members are briefed and ready for meetings and appointments.
• Provide business support to key members of the team tohelp ensure workstreams are delivered and managed effectively.
• Maintain good communication and relationships withkey stakeholders internally and externally of the ICB.

The post holderwill be expected to be highly motivated, flexible and multi-skilled withexcellent organisational skills and working knowledge of administrativesystems.

About us

We are joining up to tackle all the things that affect our health and wellbeing, make real change, and improve things for our communities.

Dorset ICS is made up of:

• NHS Dorset Integrated Care Board
• University Hospitals Dorset Foundation Trust
• Dorset County Hospital Foundation Trust
• Dorset HealthCare University Foundation Trust
• Bournemouth, Christchurch, and Poole Council
• 194 town and parish councils
• 18 primary care networks (made up of 73 GP practices)
• Southwestern Ambulance Service Foundation Trust
• Dorset Police
• Dorset & Wiltshire Fire and Rescue Service
• 7,300 voluntary organisations

What we do

The Health and Care Bill puts ICSs on a statutory footing empowering them to better join up health and care services, improve population health, and reduce health inequalities.

ICSs have four core purposes:

• Improve outcomes in population health and healthcare
• Tackle inequalities in outcomes, experience, and access
• Enhance productivity and value for money
• Help the NHS support broader social and economic development

Job responsibilities

JOB PURPOSE

• To take overall responsibilityfor the provision of comprehensive, efficient and high quality secretarial and administrativetasks to enable the Ambulance Commissioning Support Service to deliver the corefunctions as set out under the Collaborative/Lead Commissioner Agreement forthe South West 999 Ambulance Contract.
• Manage high-level coordinationand communication with staff at all levels, internally and externally in orderto collate papers and reports for meetings and key stakeholders.
• Exercise the highest level ofdiscretion and confidentiality when managing confidential and sensitiveinformation, whilst ensuring responses to deadlines are met.
• Maintain timely and accurateoutputs for all work.
• Create and maintain effectiveworking relationships at all levels both internally and externally to theorganisation including South West Integrated Care Boards, the Ambulance Trustand NHS England.

POST SPECIFIC, TASKS AND OBJECTIVES

Ambulance Commissioning Support Service

• Ensure secretarial and administrative support servicesare provided in a timely and efficient manner. This will include a wide rangeof duties from routine to arranging board and committee level meetings, workshops,exercising personal andprofessional initiative.
• Manage and co-ordinate electronic diaries, organiseand schedule appointments/meetings to make best use of time management.
• Organise and administer both virtual and face-to-face meetings,draft agendas for review, take accurate minutes/notes/actions and maintain/updateactions trackers. Ensure meeting papers are distributed in a timely manner.
• Select, retrieve and collate papers and informationfor meetings, enquiries and other activities of senior staff in an orderly andtimely manner, and in relation to the high volume, complexity and sensitivityof the workload of those staff.
• Exercise initiative in responding to requests forinformation and action, including referral to appropriate senior staff,particularly in confidentially sensitive situations, within given deadlines. This willinclude managing/overseeing the generic SW999 inbox.
• Demonstrate a high level of discretion and confidentiality whileensuring responses to deadlines are met.
• Plan for situations which are known and have the ability tore-prioritise work to accommodate unexpected situations and interruptions.
• Manage conflicting demands within the job role on a regular basis, forexample, regular interruption to deal with queries.
• Be able to work independently on all aspects of role, exercising maximumautonomy and control whilst recognising when it is appropriate to seek adviceor assistance from a senior member of staff.
• Ensure that the senior staff within the team arecontacted and briefed appropriately and in a timely manner on all importantmatters and developments.
• Work actively to develop and secure good and effective workingrelationships with colleagues internal to the ICB and external stakeholders.
• Develop and maintain databases to comply with theneeds of the team, good records management and adhering to the Data Protectionand Freedom of Information Acts. Develop and maintain other basic informationsystems and internal forms for the use of staff to facilitate efficientworking.
• Manage travel and accommodation arrangementsfor the team, assessing and making accurate judgements of the timecommitments involved and to exercise time management skills, in order tominimise disruption to the time of senior staff.
• Ensure that any goods ordered/booked (including travel andaccommodation) are within budgetary constraints and reflect value for money andthe most cost-effective arrangements taking account of the circumstances ineach case.
• Other specific responsibilities may arise as agreed with the postholder.

Please note wereserve the right to extend the closing date or close this vacancy early if wereceive sufficient applications for the role. Therefore, if you are interested,please submit your application as early as possible

For further information,please see full Job Description attached.

Person Specification Experience

• Recent previous experience within a comparable role
• Recent previous experience of working within a customer focused environment
• Recent previous experience of arranging meetings and diary management
• Previous experience of working within defined secretarial/administrative procedures
• Ability to work as part of a team with a variety of professionals

Qualifications

• NVQ Level 3 or equivalent level of knowledge of office procedures
• RSA Level 3 or equivalent level of knowledge of software programmes or
• Equivalent experience demonstrating clear knowledge and skills

Skills, Abilities and Knowledge

• Knowledge of a full range of secretarial / administrative procedures
• Advanced keyboard/touch typing skills
• Familiarity with Microsoft Office packages
• Demonstrable ability to prioritise effectively
• Ability to use own initiative within sphere of responsibility
• Minute taking skills
• Evidence of good communication skills, both verbal and written
• Demonstrated ability at exercising tact and diplomacy
• Demonstrated ability to analyse situations and to provide a resolution
• Ability to maintain confidentiality at all times
• Flexible towards the needs of the service