Administrative Support Coordinator

3 weeks ago

Middlesbrough, Middlesbrough, United Kingdom North East & North Cumbria ICB Full time

Position Overview

We are pleased to present a rewarding opportunity within the North East & North Cumbria Integrated Care Board (ICB) for a Permanent, Band 3 Administrative Support Coordinator within the Local Delivery Directorate. This role is primarily full-time, though we are open to discussing part-time or flexible working arrangements.

Key Responsibilities

The ideal candidate will embody our core Values and Behaviours, contributing to the achievement of the ICB's strategic goals and priorities. You will play a vital role in shaping the future of our newly established teams.

The successful applicant will employ a variety of communication techniques, both written and verbal, often necessitating diplomacy, persuasion, and reassurance. You may handle sensitive information that must be treated with the utmost confidentiality. As a key support member of the team, you will interact with a diverse range of colleagues, healthcare organizations, key stakeholders, and members of the public, including patients and clients. Your responsibilities will include:

  • Managing incoming telephone calls and accurately relaying messages to the appropriate departments.
  • Utilizing initiative and sound judgment to address issues such as appointment scheduling, service inquiries, and diary management.
  • Working independently and unsupervised, adhering to established policies and procedures while meeting deadlines.

This position is primarily full-time, but we are willing to consider part-time or other flexible arrangements.

About the Organization

The ICB is dedicated to ensuring that high-quality and safe health services are accessible to all communities. Our extensive functions include promoting the integration of health and care services, enhancing public health and wellbeing, and reducing health disparities. With a budget exceeding £ billion and a workforce of 170,000, we serve millions of individuals across the North East and North Cumbria. In addition to strategic functions, ICB staff collaborate at the local level with health and wellbeing boards in each of our 14 local authority areas. Our teams also work alongside 67 primary care networks, which consist of local GP practices, social care teams, and other community-based providers. The ICB collaborates with our Provider Collaborative, which includes 11 NHS foundation trusts in the region, to fulfill our shared objectives.

Job Responsibilities

The primary responsibility of this role is to deliver an effective and efficient administrative support service to the organization. The post holder will facilitate the smooth operation of services by collaborating with colleagues across the North East and North Cumbria ICB, ensuring that deadlines are consistently met in a dynamic work environment.

For a comprehensive job description and person specification, please refer to the attached document.

Qualifications

Essential

  • A solid educational background, achieving a good standard of secondary education to GCSE level or equivalent, including mathematics and English.

Desirable

  • NVQ Level 2 in Business Administration or an equivalent qualification or relevant business support experience.
  • Progressing towards NVQ Level 3 in Business Administration or an equivalent qualification/experience.

Skills and Experience

Essential

  • Proficient in taking accurate messages.
  • Ability to use initiative and sound judgment when managing inquiries.
  • Strong interpersonal skills to handle first-line inquiries and effectively communicate messages across the organization, even when dealing with challenging callers.
  • Capability to work efficiently in a busy environment.
  • Adaptability, flexibility, and enthusiasm are essential.
  • Confidence in engaging with staff, the public, and stakeholders, whether in person or over the phone.

Desirable

  • Experience working within a busy team environment.

Technical Skills

Essential

  • Proficient in the MS Office suite (including Word, Excel, PowerPoint, Outlook).
  • Strong data entry skills, with the ability to record information accurately and efficiently.
  • Excellent written and verbal communication skills.
  • Strong listening, organizational, and numeracy skills.
  • Ability to maintain confidentiality in all aspects of work.
  • Effective prioritization of tasks to ensure consistent service delivery in a dynamic workload.
  • Experience in minute/note-taking.

Desirable

  • Experience in an NHS or healthcare administrative setting.
  • ECDL certification.
  • Formal experience in minute-taking.

Planning and Organizational Skills

Essential

  • Ability to work independently and make decisions within established guidelines.
  • Commitment to quality and high standards in all tasks.
  • Strong organizational skills with the ability to prioritize workload effectively.
  • Experience in a fast-paced office environment.

Desirable

  • Experience in a healthcare administrative environment.

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