Job summary
- Main area
- Commissioning Administration
- Grade
- NHS AfC: Band 4
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week (Monday-Friday)
- Job ref
- 990-MID-6715099-E
- Employer
- NHS England
- Employer type
- NHS
- Site
- Any of the Midlands NHE England Office Bases
- Town
- Flexible across the Midlands
- Salary
- £26,530 - £29,114 per annum
- Salary period
- Yearly
- Closing
- 06/11/2024 23:59
Employer heading
Business Support Assistant
NHS AfC: Band 4
Our Organisation
The NHS is building a culture that is positive, compassionate and inclusive – and we all have our part to play.
As employers we are committed to protecting and promoting the physical and mental health and wellbeing of all our colleagues. This underpins our values as set out in the NHS Constitution and supports us to be an Employer of Choice, while helping our colleagues to deliver high quality services for our patients and communities.
As a flexible employer, we want to support you to work in a way that is best for the NHS, our patients and you. Talk to us about how we might be able to accommodate a flexible working arrangement whether that’s a job share, part time, hybrid working or another flexible pattern. In addition, although the role advertised may have a ‘home’ office base indicated, we remain committed to supporting flexibility around workplace locations. If it works for the service, we will do our best to make it work for you.
Job overview
As a Business Support Assistant, the post holder will work as part of a dynamic team in delivering an effective service supporting managers and staff across the Screening and Vaccination Commissioning Teams in the East Midlands to ensure the functions of the Commissioning Team are undertaken in a timely and seamless manner by covering the business support functions and requirements.
There are three roles advertised: x1 for the vaccination team and x2 for the screening team
We have a number of offices across the NHS Midlands region :
Seaton House
London Road
City Link
Nottingham
NG2 4LA
Cardinal Square
10 Nottingham Road
Derby
DE1 3QT
County Hall
Leicester Road
Glenfield
Leicestershire
LE3 8RA
23 Stephenson Street
23 Stephenson Street
Birmingham
B2 4BH
Main duties of the job
The post holder will provide and coordinate administrative and secretarial services; including for example but not limited to:
- The organising and facilitation of screening and vaccination meetings internally and externally this will include System forums and wider Stakeholder events.
- The preparation of agendas and minutes and or action logs, taking appropriate follow-up action as required.
- Supporting the team via organising meetings and re-scheduling where required to facilitate the business requirements.
- provide and coordinate administrative and secretarial services for a defined 5 East Midlands ICS/ICB footprint.
- Support the managerial contracting functions in the Screening and Vaccination team.
- Support the operational and clinical functions in the Screening and Vaccination team.
- Gather information and undertaking enquires as and when is necessary.
- Provider administrative support to the Screening and Vaccination Leads and Head of Screening e.g., diary management and supporting the facilitation of draft reports and or papers.
Working for our organisation
The NHS England board have set out the top-level purpose for the new organisation to lead the NHS in England to deliver high-quality services for all, which will inform the detailed design work and we will achieve this purpose by:
- Enabling local systems and providers to improve the health of their people and patients and reduce health inequalities.
- Making the NHS a great place to work, where our people can make a difference and achieve their potential.
- Working collaboratively to ensure our healthcare workforce has the right knowledge, skills, values and behaviours to deliver accessible, compassionate care
- Optimising the use of digital technology, research, and innovation
- Delivering value for money.
If you would like to know more or require further information, please visit https://www.england.nhs.uk/.
Colleagues with a contractual office base are expected to spend, on average, at least 40% of their time working in-person.
Staff recruited from outside the NHS will usually be appointed at the bottom of the pay band.
NHS England hold a Sponsor Licence; this means that we may be able to sponsor you providing the Home Office requirements are met. To be eligible for sponsorship through the Skilled Worker route you’ll usually need to be paid the ‘standard’ salary rate of at least £38,700 per year, or the ‘going rate’ for your job, whichever is higher. You can find more information on the Government website.
Detailed job description and main responsibilities
Delivering High Standards
- Provide and support the public health commissioning – Screening and Vaccination teams with a wide range of administrative and I.T skills as well as maintaining a range of knowledge and understanding of procedures, protocols and functions within the defined ICS/ICB area.
- Act as first point of contact for the commissioning team
- Oversee the IT processes to ensure all communication and correspondence is reviewed, managed, and actioned accordingly
- Provide and receive complex information which contain contentious and sensitive information.
- Communicating and engaging with external and internal stakeholders which may require negotiation skills and understanding the needs/requirements and of other organisations, senior professionals, and individuals.
- Updating and maintaining databases and/or spread sheets relevant to work area, and manage meeting arrangements including the taking and distribution of minutes etc.
- To manage the diaries and associated arrangements of senior managers and directors when and where appropriate
- Support the team to undertake the required functions in a timely manner to ensure national returns are actioned and completed.
- Sort and prioritise all incoming mail and e-mail, distributing as appropriate and where required support action.
- Support the team in project management and participating in department events and or external forums.
- Supply the relevant information required for financial management, supporting the Screening Contract Manager and the Senior Screening Commissioning Manager by checking and sending invoices for payment.
- Responsible for ordering and managing the travel booking requests and or room hire requirements for all Team members.
- Preparing agendas, taking minutes and distributing notes of meetings including typing up of group discussions and interviews as necessary
- To uphold organisational policies and principles on the promotion of equality.
- Provide guidance and advice on relevant policies and procedures.
- Participate in OD and training events to support learning and development.
- To create an inclusive working environment where diversity is valued, everyone can contribute, and everyday action ensure we meet our duty to uphold and promote equality.
Person specification
Qualifications
Essential criteria
- Educated to NVQ 4 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.
Knowledge and Experience
Essential criteria
- 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.
Desirable criteria
- Understanding and knowledge of NHS Screening Programmes
Skills
Essential criteria
- Used to working in a fast pace environment, managing competing priorities and working to tight deadlines, be proactive and have excellent administrative, secretarial, and organisational skills, pay strong attention to detail and be able to provide high level administrative support
- Co-ordinating and facilitating meetings, either face to face or via conferencing facilities, prepare and distributing meeting papers and agendas, taking appropriate follow-up actions as required
- Clear communicator with excellent writing, data entry and presentation skills: capable of constructing and delivering clear information/ instructions to staff and service users.
- Minute taking
- Able to work on own initiative, organising and prioritising own and others workloads to changing and often tight deadlines
Employer certification / accreditation badges
Documents to download
Further details / informal visits contact
- Name
- Lisa Marie-Newton
- Job title
- Contract Manager
- Email address
- [email protected]
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