Electronic Eyecare Referral Service Implementation

4 months ago

Lincoln, United Kingdom NHS Lincolnshire Integrated Care Board Full time

The Lincolnshire Integrated Care Board (LICB) is part of a large scale procurement of an Electronic Eyecare Referral System (EeRS) across the Midlands. This is an opportunity for someone looking for something different or a new challenge to join and support a small team working for the LICB to ensure the smooth implementation of this digital EeRS programme across Lincolnshire.

Working right across the healthcare system, on this digital project with multiple stakeholders. The post holder will be required to provided project administrative support:
1. Support to the electronic eyecare referral service project team
2. Organise meetings - including scheduling, formulating agendas and papers, taking action notes and tracking meeting actions to ensure activity is on track and reported accordingly
3. Resolve day to day problems independently
4. Act as first point of contact for enquiries to the team
5. Assist team member's with delivery of various actions and tasks
6. Work with and support a range of stakeholders

The post holder must be able to communicate information to a wide range of internal and external stakeholders. Using their own judgement, the post holder will be able to prioritise their work effectively.

**The core duties of the role will encompass**:
1. Meeting administration
2. Project Administration
3. Organisational and Team Administration

1. Excellent communication and relationship skills
2. Planning and organisational skills
3. Physical Skills - excellent keyboard and computer skills
4. Information resources
5. Analytical and judgement skills

NHS Lincolnshire Integrated Care Board (ICB) is a statutory organisation bringing the NHS together locally to improve population health and establish shared strategic priorities within the NHS.

The ICB is part of a wider Lincolnshire Integrated Care System which has four key objectives:
1. Improve outcomes in population health and healthcare.
2. Tackle inequalities in outcomes, experience and access.
3. Enhance productivity and value for money.
4. Help the NHS support broader social and economic development.

By working together with the ICB, the wider system will deliver its agreed vision of ‘Better Lives for the people of Lincolnshire’. Lincolnshire ICB will use its resources and powers to achieve demonstrable progress on these aims, collaborating to tackle complex challenges including:

- Improving the health of children and young people.
- Supporting people to stay well and independent.
- Acting sooner to help those with preventable conditions.
- Supporting those with long-term conditions or mental health issues.
- Caring for those with multiple needs as populations age.
- Getting the best from collective resources so people get care as quickly as possible.

**Meeting Administration**: Planning, co-ordinating and managing the associated administrative processes for meetings and workshops. This will include:

- Requesting items for the agendas.
- Producing the appropriate agendas.
- Liaising with speakers/attendees.
- Arranging the hospitality/booking venues/booking MS Teams.
- Distributing agendas, minutes and papers in a timely manner.
- Recording apologies and tracking attendance.
- Following up actions with key leads ensuring that these are completed in advance of meetings as appropriate.
- Attending meetings (in person and/or electronically) and producing accurate minutes.
- Distributing the minutes and key actions/action log.

**Project Administration**: Providing administrative support for EeRS Digital team members’ programme and project related activities. This will include:

- Maintaining recording systems and documentation, maintaining version control, and ensuring that all administrative governance processes are adhered to including updating.
- Ensuring documents are readily available for use by the team and for audit purposes.
- Preparing, collating and distributing reports and correspondence.
- Producing documents and reports on behalf of team members and alert the appropriate staff members when there are issues with meeting the required timescales.
- Develop and maintain the process for updating programme and project risk and issue logs, ensuring that risks and issues are appropriately escalated through to relevant leads/groups.
- Ensuring compliance with the use of the correct templates/tools.
- Ensuring that there are mechanisms in place to escalate any slippage/deviation from plans to the relevant person.
- Producing a high standard of written reports, process flow charts/pathways and presentations using a range of Microsoft Office tools.

**Organisational and Team Administration**: Supporting the team with administration, likely tasks will include:

- Obtaining and analysing quotations and liaising with ICB Finance for the raising of Purchase Orders and ensuring that the most cost-effective procurement of goods and services is achieved, identify potential areas for cost savings
- Managing the team’s shared inbox and calendar

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