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HI, Prevention and Population Health Team Administrator
3 months ago
Job summary
An exciting opportunityhas arisen for an enthusiastic and self-motivated individual to join the HealthInequalities (HI) and Population Health team within the Medical Directorate at NHSDorset.
The HealthInequalities and Population Health team are a newly developing team, and therole is instrumental in supporting the work of the team to improve outcomes forthe population of Dorset.
Main duties of the job
The role requires excellent time management and communicationskills and an adaptable and collaborative approach to producing work within therequired time scales. Applicants must also possess a professional mannerincorporating confidence, politeness, assertiveness and diplomacy, demonstrateexceptional attention to detail, be able to work autonomously and prioritisetheir workload to meet deadlines. The post holder will be fully supported bycolleagues within the Health Inequalities and Population Health team, whilsthaving responsibility for the delivery of their designated workload.
Thepost-holder will be responsible for all aspects of administration support:Microsoft packages, preparation of meeting papers, agenda preparation, emailcommunication, MS Teams, etc. Confidence in working with teams both within andoutside of NHS Dorset is essential, alongside the ability to prioritiseworkload and adapt to changing demands/priorities.
Previous experience of working in the NHS is not essential.
NHSDorset is a welcoming employer, offering a wide range of employee benefitsincluding NHS Discounts and Blue Light Card eligibility, as well as beingcommitted to the on-going learning and development of individuals.
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 Dorset Council 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 organisationsWhat 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 descriptionJob responsibilities
CONTEXT STATEMENT
Dorset ICB has set up a newdedicated Health Inequalities, Prevention and Population Health (HIPPS) team tofast-track action to deliver our shared system population health prioritiesmaking sure that everyone gets equal outcomes from health and care servicesand has an equal chance of leading a healthy life.
JOBPURPOSE
The post holder will play a key role in supporting the delivery of avariety of workstreams across the health inequalities, population health andprevention portfolios, by delivering an effective and competent level of clerical and administrativesupport and consistently deliver and efficient and effective service.
The post holder will be required to work under their own initiative,as well as working as part of the wider HIPPs team, will demonstrate awillingness to help others and be a key member of the team with responsibilityfor specifically allocated tasks.
The post holder will be expected to followset processes, prioritise their own workload and demonstrate initiative inorder to fulfil the requirements of the post. Excellent interpersonal skillsand communication skills are essential plus an ability to deal with highlysensitive and confidential information.
The post holder will be the initial point of contact in the office andteam email account and must have competent ICT skills including wordprocessing, database inputting and diary management skills.
The post holder must have a flexible and adaptable approach to theirwork in order to meet demanding deadlines and have the ability and resilienceto regularly deal with a range of routine and non-routine administrative tasksas required to deliver an efficient and effective service.
POSTSPECIFIC, TASKS AND OBJECTIVES
Acting as a first point of contact for the team,dealing with routine and specialist enquiries in a pleasant and helpful manner,communicating relevant information and referring to other team members asappropriate. Providing efficient administrative support tothe HIPPs team, maintaining confidentiality of information relating to team andstakeholders and supporting delivery of the HIPPS team workplan. Work independently on all aspects of the role,exercising maximum autonomy whilst recognising where it is appropriate to seekadvice or assistance from a more senior member of the HIPPS team. To maintain databases and coordinate thecollection and management of a range of data relating to the HIPPS team,enabling the tracking and progress of workstreams. Dealing with telephone calls and emailenquiries, in a timey and helpful manner, taking messages and passing relevantinformation to the relevant department or team member. Monitoring the team email box and distributingemails to relevant team members in a timely manner. Photocopying, scanning and word processingdocuments, letters, emails, minutes and reports as and when required and in atimely manner. Provide high quality administrative support.This will include a wide range of duties from arranging and coordinatingelectronic diaries, events, meetings, travel arrangements and dealing withinternal and external communications and correspondence. Co-ordinate and administer a number of high-level meetings and workshops, to include agenda preparation, coordination anddissemination of papers, minute taking, production and maintenance of actiontrackers and relevant hospitality arrangements. In the event of face-to-facemeetings this could include venue bookings where appropriate. Maintain timely and accurate outputs for allwork, leading on the coordination and follow up of agreed actions for the teamand from associated meetings. Ensure that administrative support services areprovided in a timely and efficient manner. Select, retrieve, and collate papers andinformation for meetings, enquiries and other activities. Ensuring all complaints are dealt withappropriately in accordance with standard operational policy, resolving wherepossible, and escalating to the appropriate person as required. Photocopying and word processing documents,letters, emails and reports to a high standard. The post holder must have anadvanced level of keyboard and ICT skills and be competent in Microsoft Officeprogrammes. Support the creation of high-qualitypresentation materials. Ensuring that data systems are kept up to dateto allow accurate and detailed reporting capabilities for both internal andexternal requirements. Ensuring that all paper files are collated andfiled in a robust and effective manner and take responsibility for archivingdocumentation as required and in accordance with processes, includingindependent review administrative work as directed and when required. Ensuring that general office supply levels andequipment and training materials are maintained and organised. Understanding the importance of efficiency,effectiveness and best value in all working practices. Carrying out other appropriate delegated dutiesas and when required. The post holder will be responsible for ensuringtheir mandatory training is up-to-date.The job description and person specification arean outline of the task, responsibilities and outcomes of the role. The postholder will carry out any other duties as may reasonably be required by theirline manager. The job description and person specification may be reviewed onan ongoing basis in accordance with the changing needs of the department andorganisation.
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 SpecificationExperience
Essential
Previous experience of working in an administrative environment using computerised data systems Previous experience of working in a health care environment Knowledge of NHS issues Proven history of planning and organising workload and distribute information in a timely manner to team members as appropriate Knowledge of Data Protection Working knowledge of Microsoft Office including Word, Excel and PowerPointQualifications
Essential
Educated to Level 3 or equivalent relevant qualification or significant proven experience in a similar role Evidence of Continued Personal DevelopmentSkills, Abilities and Knowledge
Essential
Awareness of a range of health services provision Able to provide and receive routine information, barriers to understanding /provide and receive complex and sensitive information Clear communicator with good writing, data entry and telephone skills, ensuring accuracy Ability to create engaging presentation materials Able to work effectively as part of a team Able to make judgements involving facts or situations, some requiring analysis on how to deal with enquiries Able to work to own initiative, organising and prioritising own workload to set deadlines Follow policies in own role. May be required to comment/implement policies and propose changes to practices and procedures for own area Accurate data entry and text processing from documents onto bespoke database and secure and accurate storage of data