Job summary
- Main area
- Programme Senior Administrator National Transformation
- Grade
- NHS AfC: Band 4
- Contract
- Permanent
- Hours
- Full time
- Flexible working
- Home or remote working
- Job ref
- 137-6463225
- Employer
- NHS Norfolk and Waveney Integrated Care Board
- Employer type
- NHS
- Site
- Norfolk County Hall
- Town
- Norwich
- Salary
- £25,147 - £27,596 Per annum
- Salary period
- Yearly
- Closing
- 01/08/2024 23:59
Employer heading
Programme Senior Administrator
NHS AfC: Band 4
NHS Norfolk and Waveney Integrated Care Board (ICB) plans and buys healthcare services for our local population. We are accountable for the performance and finances of the NHS across Norfolk and Waveney – a total budget of £2 billion a year. Known as NHS Norfolk and Waveney, the organisation works with local people, health and care professionals, and partner organisations to improve the health and wellbeing of our population.
The organisation is part of the Norfolk and Waveney Integrated Care System. A system dedicated to working with partners in local government, the voluntary sector and others and helping the NHS to support broader social and economic development and to tackle inequalities in health outcomes.
We believe strongly in creating a workplace built on teamwork, whilst allowing individuals to grow and develop in their own roles. Our main offices are based at 8th Floor of Norfolk County Hall, Martineau Lane, Norwich, NR1 2UE however we have a local office for the East of the region based in Beccles and another in the West of the region based in King’s Lynn, therefore travel across the Norfolk and Waveney footprint as well as out of county is required according to where our stakeholders are situated.
Our three ICS goals are:
- To make sure that people can live as healthy a life as possible.
- To make sure that you only have to tell your story once.
- To make Norfolk and Waveney the best place to work in health and care.
If you are someone who enjoys making a difference and would like to help people in Norfolk and Waveney live longer, healthier and happier lives then we would love to hear from you.
Job overview
We are looking for an experienced administrator to work as part of the National Clinical Transformation Team on delivering a range of projects across multiple clinical specialities.
Main duties of the job
• Highly motivated and enthusiastic individual to provide and coordinate administrative project support 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 head of department, teams and the department.
• The job description and person specification are an outline of the tasks, responsibilities and outcomes required of the role. The job holder will carry out any other duties as may reasonably be required by their line manager.
• The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the Department and the Organisation.
Working for our organisation
Health and care services in Norfolk and Waveney are working closely together to further improve services and provide more joined-up care for local people. In Norfolk and Waveney, we have already achieved a lot by working in partnership to improve health and care outcomes. These changes have been made possible by different organisations – NHS hospitals, GPs, mental health and community health services, local councils, care homes and social workers, voluntary and community organisations and others – joining forces to agree and plan for local people’s needs.
Norfolk and Waveney Integrated Care System (ICS) includes a statutory Integrated Care Partnership (ICP), and an Integrated Care Board (ICB) called NHS Norfolk and Waveney. This partnership and organisation dedicated to making sure that organisations work together for the benefit of our residents, staff and communities is an important step change, helping to create positive differences to local people and joining up health and social care. This is the culmination of many years of effort to build partnership working across the NHS, local authorities, the third sector and patient groups.
Detailed job description and main responsibilities
Provide specialist secretarial/administration support and advice to the teams
and/or Sector by:
- Receive emails for the department when team members are out of the office and expected to use their initiative to deal with MS Teams call or messages.
- Sorting and prioritising all incoming mail and e-mail, distributing as appropriate
- Managing the electronic diary for the department, including arranging and changing appointments, prioritising these as appropriate
- Undertaking administrative duties such as photocopying and mail-out distributions.
- Ensuring all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner.
- Organising and planning events as necessary supporting information material.
- Supporting teams in project management and participating in department events.
- Inputting, monitoring and checking data, required for finite and ongoing projects within the teams
- Working with all team members in the collection of information for performance reporting on relevant team projects
- 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
- · Supplying the relevant information required for financial management, supporting the head of department and teams by checking and sending invoices for payment.
- Ordering stationery as required.
- Running and collating reports which may include reports to the Board and senior management as required.
- 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
- To provide administrative support including when appropriate to all team members to support a range of department initiatives
- Supervises staff in day to day activities as directed
- Provide an effective network of communication including dealing with visitors to the base.
- Providing guidance and advice on relevant policies and procedures
- Participate in Research and Development activities as directed
- To carry out other appropriate delegated duties as required
Person specification
Knowledge Training and Experience
Essential criteria
- Significant administrative/ secretarial experience
- Intermediate knowledge of IT systems and software programmes such as Outlook, Word, Excel, PowerPoint and Access.
Communication skills
Essential criteria
- Clear communicator with excellent writing, data entry and presentation skills: capable of constructing and delivering clear information/ instructions to staff and service users
- Minute/notes and action log taking
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Jamie Weavers / Joe Crowe
- Job title
- Clinical Programmes Senior Manager
- Email address
- [email protected]
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