Administrative Coordinator

4 weeks ago

Wolverhampton, Wolverhampton, United Kingdom Black Country Integrated Care Board Full time

Job Overview

We are looking for a dedicated and proactive individual to deliver administrative assistance to the Medicines and Clinical Policy Team within the Black Country Integrated Care Board (ICB). This position is crucial for the effective operation of the team, which is committed to ensuring the safe and economical use of medications for all patients in the Black Country.

As part of a broader team comprising pharmacists and pharmacy technicians, you will aid in managing various projects across the Black Country ICB. The team collaborates with a diverse array of stakeholders, including general practitioners, nursing staff, other healthcare professionals, and patients.

Your responsibilities will encompass providing comprehensive administrative support and secretarial services to our team, which includes scheduling meetings, preparing agendas and minutes, responding to inquiries, offering general guidance, and directing communications appropriately.

Key Responsibilities

  • Serve as the primary contact for the department, addressing routine inquiries in a courteous and efficient manner.
  • Provide secretarial and administrative assistance to various staff members within the Medicines and Clinical Policy team.
  • Process invoices while ensuring compliance with all financial protocols, maintaining a solid financial framework within the department.
  • Assist the team in project management and contribute to departmental events.
  • Help organize educational events, including venue bookings.
  • Perform general office tasks, such as managing incoming and outgoing mail.
  • Proficiently utilize Microsoft Office applications.
  • Maintain a flexible and adaptable work approach.

About the Organization

The Black Country Integrated Care Board (ICB) is a statutory NHS body responsible for formulating a strategy to address the health needs of millions in the Black Country. We oversee the NHS budget for the region and are accountable for planning and procuring Primary Medical Services, including general practice, dental, optometry, and pharmacy services.

Joining the ICB means contributing to the health and well-being of individuals in the Black Country.

We are part of the Black Country Integrated Care System (ICS), known as Healthier Futures, which is a coalition of organizations working collaboratively to integrate health and social care services for the benefit of our communities. We endorse the ICS vision for a healthier environment with healthier individuals and brighter futures.

The ICB is guided by five core values that shape our actions and decisions for local communities: compassion, inclusivity, integrity, fairness, and trust.

We are an equal opportunity employer, actively promoting diversity within our workforce and welcoming applications from individuals with transferable skills acquired through various health and social care experiences.

Additional Responsibilities

  • Act as the first point of contact for the department, managing routine and specialized inquiries with professionalism.
  • Answer phone calls, accurately relay messages to the appropriate departments or personnel.
  • Sort and prioritize incoming mail and emails, distributing them as necessary.
  • Manage the electronic calendar for the department, coordinating and adjusting appointments as needed.
  • Prepare meeting agendas, take minutes, and distribute notes, including typing up discussions and interviews as required.
  • Organize departmental meetings and plan necessary administrative tasks.
  • Ensure adequate office supply levels are maintained.
  • Oversee the sorting of incoming post and ensure proper distribution, documenting all outgoing mail.
  • Ensure timely communication of urgent or confidential information to relevant parties.
  • Support the team in project management and participate in departmental events.
  • Input, monitor, and verify data necessary for ongoing projects within the team.
  • Collaborate with team members to gather information for performance reporting on relevant projects.
  • Assist in organizing educational events, including venue bookings and preparation of development materials.
  • Address complaints, comments, and suggestions in accordance with policy, resolving issues when possible and escalating to management when necessary.
  • Perform photocopying and word processing tasks as required.
  • Maintain effective electronic and paper filing systems to ensure secure and accessible information for team members.
  • Work independently and unsupervised within established policies and procedures to meet deadlines.
  • Demonstrate office systems and departmental requirements to new team members.
  • Conduct research and development tasks as directed.
  • Undertake other appropriate delegated duties as necessary.

Qualifications

Essential

  • NVQ Level 3 in a relevant field or equivalent qualification or significant relevant experience.
  • Awareness of various health service provisions.
  • Understanding of data protection legislation.

Experience

Essential

  • Proven experience in an administrative role and familiarity with computerized data systems.
  • Experience working in a healthcare setting.

Skills and Knowledge

Essential

  • Strong communication skills, both written and verbal, with effective data entry and telephone skills.
  • Problem-solving abilities.
  • Excellent listening, communication, and presentation skills.
  • Proficient writing skills, including the ability to summarize key information and issues.
  • Familiarity with Microsoft Word, PowerPoint, Excel, and standard keyboard skills.
  • Knowledge of Oracle systems.
  • Understanding of NHS-related issues.
  • Ability to work independently, organizing and prioritizing workload to meet deadlines.

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