Detailed job description and main responsibilities

Principal Duties

·         Provide specialist secretarial/administrative support and advice to the ICB with the HRBPs and HRAs guidance.

·         Responsible for maintaining the HR inbox and ensuring queries are dealt with in line with KPI’s.

·         Sorting and prioritising all incoming mail and emails, distributing as appropriate.

·         Support and maintain appropriate and effective office management systems to ensure a smooth flow of information within the department. Working proactively, suggesting, and implementing changes to local procedures and processes to improve efficiency, where appropriate.

·         Deal with non-routine enquiries received by the department, sending out all the relevant documents/other information as requested, providing direct support for all enquiries, progress chasing and problem solving.

·         To carry out a range of administrative tasks applicable to their department/directorate and be able to provide cover for other team members as and when required.

·         Managing and producing relevant data for the HRBPs and HRAs – e.g., spreadsheets for absence monitoring, expiration of FTCs, HR team plans etc.

·         Responsible for the provision of basic HR advice via the HR inbox and associated emails

·         Provide a professional and proactive business administration service for the customer base.

·         To organise and co-ordinate meetings/conferences/training events/project or steering group meetings for the team

·         Taking and distributing meeting notes, preparing materials where relevant

·         Undertaking administrative duties such as filing, maintaining records and mail distributions

·         Ensuring all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner, using judgment and experience to decide which correspondence is passed to the team and which is retained for action as appropriate.

·         Inputting, monitoring, and checking data, working with all HR team members in the collection of information for performance reporting on relevant team projects.

·         Acting as an initial point of contact for all teams, including Senior Teams, dealing with, and responding effectively to queries from staff and passing on relevant information to appropriate team members sensitively and autonomously and ensuring complex queries are passed onto the relevant team member.

·         Running and collating reports which may include reports to the senior management teams 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 supporting the business continuity process.

·         Preparing agendas, taking notes, and distributing notes of meetings including typing up of group discussions and interviews as necessary

·         Develop effective working relationships with a range of people across the organisation.

·         To ensure effective methods of communication are used for ensuring that the message is received by the audience in the most appropriate manner.

·         To ensure effective methods of communication are used for disseminating information to the wider team and organisation via communication channels, e.g., newsletters, email, intranet.

·         Identify and resolve queries, escalating where necessary to ensure a swift response.

·         Work with members of the team to comment on and implement changes to local and national policy, especially relating to recruitment, across the organisation when required.

·         Ensure statutory and mandatory training is kept up to date.

·         Provide the administrative support for training sessions and programmes offered across the ICB.

·         Effectively use a range of IT applications, including all Microsoft Office applications, to create reports, project plans and documents

·         Take minutes at relevant ICB meetings and in HR processes.

·         Required to act independently within specific projects, consulting where appropriate for further guidance or information.

·         Work with national and organisational policies and procedures, seeking advice from senior staff as required.

·         Concentration is required for checking the accuracy of detailed information, analysing statistics, work pattern may be unpredictable and interruptions frequent.

·         Post holder will be required to work under pressure and deliver to timescales, with the ability to overcome resistance to change and deal effectively with conflict situations.

·         Ability to travel to and support meetings across Coventry and Warwickshire.