Job summary
- Main area
- Corporate
- Grade
- Band 5
- Contract
- Permanent
- Hours
- Full time
- Part time
- Flexible working
- Job ref
- 471-6484813
- Employer
- NHS Cornwall and Isles of Scilly Integrated Care Board (ICB)
- Employer type
- NHS
- Site
- Cornwall & Isles of Scilly Integrated Care Board
- Town
- Bodmin
- Salary
- £28,407 - £34,581 per annum pro rata
- Salary period
- Yearly
- Closing
- 05/08/2024 23:59
- Interview date
- 30/08/2024
Employer heading
Business Support Officer
Band 5
Job overview
An exciting opportunity has arisen for business support roles to join the Corporate Head Office administration team to provide a comprehensive, effective and professional business support service to the Chief of Staff and Company Secretary of the Cornwall & Isles of Scilly Integrated Care Board (ICB).
The post holder will have proven and relevant senior administration and/or business support experience and will manage the day to day running of these busy offices in a confident and effective manner. The post holder will have strong prioritisation and excellent organisational and communication skills, and the ability to remain calm in a busy and dynamic environment. Flexibility and working at pace to strict deadlines are key. This role requires the ability to manage many competing priorities, to work logically, and to work on your own initiative and as part of a team.
Main duties of the job
All roles in the integrated care board (ICB) share a common purpose and responsibility to meet the four core purposes of integrated care systems (ICS); to improve outcomes in population health and healthcare; to tackle inequalities in outcomes, experience and access; to enhance productivity and value for money and to help the National Health Service (NHS) support broader social and economic development.
To provide oversight and coordination of all business support and administration processes that contribute towards the safe and effective running of these offices and director portfolios.
To ensure the provision of a fully comprehensive administrative and business support service working closely with the executive board director to remove unnecessary demands and pressures, working in a professional, efficient and confidential manner. Acting as first point of contact for all communications and ensure all enquires are acted on or re-directed appropriately.
Management of multiple diaries frequently across both health and social care organisations often with a number of senior managers/directors to arrange meetings as required, requiring tact, diplomacy and good negotiation skills to secure mutually agreed outcomes.
Working for our organisation
We are committed to creating an inclusive and diverse work environment and are always keen to hear from people who would like to work with us. We welcome applications from everyone regardless of age, disability or long-term health condition, gender identity or expression, race or ethnicity, faith, sex, sexuality or veteran status.
We are looking for people whose personal values and behaviours align with the NHS values outlined in the NHS Constitution and our own values and behaviours.
You can look forward to excellent benefits including discounts schemes, optional pension and life assurance, flexible working, salary sacrifice vehicles and cycles and much more.
Detailed job description and main responsibilities
Act as the primary point of contact for a range of business administration activities, with delegated lead responsibility for recording absence, training and appraisals for the relevant teams.
Develop effective working relationships within broad range of internal and external stakeholders. This includes developing an effective communication network within the business support team, senior executives, and health and social care partners, voluntary and public sector organisations.
Co-ordinate and support multiple workstreams with prioritisation and task management to ensure allocated individual and team tasks and activities are delivered within agreed timescales highlighting any issues or risks.
Plan, organise and balance competing priorities ensuring that you are task and result focussed to ensure deadlines are met and outcomes achieved whilst providing an efficient and effective administrative service.
Use initiative to deliver tasks and actions with few pre-defined boundaries, and being innovative in the way tasks are delivered, working autonomously in the absence of directors/chiefs of, and initiate escalation of urgent matters
Undertake reporting of information, including collating reports for the executive board director and senior management team highlighting any risks or outstanding action
Proactively horizon scan for risks or opportunities where you can make recommendations to develop or improve to processes, procedures or methods of working within the team
The workload is diverse and requires exceptional planning and organisation skills which will include maintaining information systems to ensure workstreams are logged, continuity is upheld and distributing confidential and sensitive information
To administer all aspects of meetings including where the executive board director is chair, ensuring the timely production and release of agenda packs, transcribing of minutes, distributed promptly and information is completed and updated in a timely manner.
To be responsible for authorising expenditure to a set level.
PLEASE NOTE: To view the full job description and person specification, please view the ‘supporting information’.
Person specification
Qualifications, training and professional membership
Essential criteria
- NVQ Level 3 in relevant business or administration or equivalent level of qualification or significant equivalent previous proven experience (e.g. working at Senior Manager/Director level for a significant length of time)
- 5 GCSE or equivalent including English and Maths
- RSA Typing/Word processing or equivalent
Knowledge and Experience
Essential criteria
- Previous PA or business support experience at director level
- Proven experience of working in a busy office environment
- Proficient use of Microsoft Office: Word, Excel, Powerpoint
- Experience of communicating and liaising with all levels of staff
Desirable criteria
- Experience of cross organisation working
Skills and Abilities
Essential criteria
- Organise meetings and take comprehensive accurate minutes
- Apply good problem solving skills eg – complex diary scheduling, working across organisations
- Draft reports and outline meeting papers
- Be proactive and plan ahead, able to react quickly to changing scenarios
- Co-ordinating and collecting information
- Good communication skills, both written and spoken
- Self motivated and able to work without supervision and capable of prioritising own and others’ workloads to meet often rapidly changing deadlines
- Work on own initiative and take decisions on behalf of manager where and when appropriate
- Maintain confidentiality and trust at all times
- Able to work under pressure and able to multi-task
- Work to tight timescales
Desirable criteria
- Able to receive and convey information (often complex or confidential) accurately, using persuasive, negotiating and motivational skills as required
Personal Qualities & Behaviours
Essential criteria
- Calm under pressure
- Discreet & Confidential
- Flexibility & Adaptive
Employer certification / accreditation badges
Documents to download
Further details / informal visits contact
- Name
- Caroline Vinnicombe
- Job title
- Business Manager
- Email address
- [email protected]
- Telephone number
- 07775 004648
List jobs with NHS Cornwall and Isles of Scilly Integrated Care Board (ICB) in Administrative Services or all sectors