Business Support

7 months ago

Dorchester, United Kingdom NHS Dorset Full time

JOB PURPOSE To take overall responsibility for the provision of comprehensive, efficient and high quality secretarial and administrative tasks to enable the Ambulance Commissioning Support Service to deliver the core functions as set out under the Collaborative/Lead Commissioner Agreement for the South West 999 Ambulance Contract. Manage high-level coordination and communication with staff at all levels, internally and externally in order to collate papers and reports for meetings and key stakeholders. Exercise the highest level of discretion and confidentiality when managing confidential and sensitive information, whilst ensuring responses to deadlines are met. Maintain timely and accurate outputs for all work.

Create and maintain effective working relationships at all levels both internally and externally to the organisation including South West Integrated Care Boards, the Ambulance Trust and NHS England. POST SPECIFIC, TASKS AND OBJECTIVES Ambulance Commissioning Support Service Ensure secretarial and administrative support services are provided in a timely and efficient manner. This will include a wide range of duties from routine to arranging board and committee level meetings, workshops, exercising personal and professional initiative. Manage and co-ordinate electronic diaries, organise and schedule appointments/meetings to make best use of time management.

Organise and administer both virtual and face-to-face meetings, draft agendas for review, take accurate minutes/notes/actions and maintain/update actions trackers. Ensure meeting papers are distributed in a timely manner. Select, retrieve and collate papers and information for meetings, enquiries and other activities of senior staff in an orderly and timely manner, and in relation to the high volume, complexity and sensitivity of the workload of those staff. Exercise initiative in responding to requests for information and action, including referral to appropriate senior staff, particularly in confidentially sensitive situations, within given deadlines.

This will include managing/overseeing the generic SW999 inbox. Demonstrate a high level of discretion and confidentiality while ensuring responses to deadlines are met. Plan for situations which are known and have the ability to re-prioritise work to accommodate unexpected situations and interruptions. Manage conflicting demands within the job role on a regular basis, for example, regular interruption to deal with queries.

Be able to work independently on all aspects of role, exercising maximum autonomy and control whilst recognising when it is appropriate to seek advice or assistance from a senior member of staff. Ensure that the senior staff within the team are contacted and briefed appropriately and in a timely manner on all important matters and developments. Work actively to develop and secure good and effective working relationships with colleagues internal to the ICB and external stakeholders. Develop and maintain databases to comply with the needs of the team, good records management and adhering to the Data Protection and Freedom of Information Acts.

Develop and maintain other basic information systems and internal forms for the use of staff to facilitate efficient working. Manage travel and accommodation arrangements for the team, assessing and making accurate judgements of the time commitments involved and to exercise time management skills, in order to minimise disruption to the time of senior staff. Ensure that any goods ordered/booked (including travel and accommodation) are within budgetary constraints and reflect value for money and the most cost-effective arrangements taking account of the circumstances in each case. Other specific responsibilities may arise as agreed with the postholder.

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