Administrative Support Specialist

3 weeks ago

Birmingham, Birmingham, United Kingdom NHS Birmingham and Solihull Integrated Care Board Full time

Position Overview

Are you equipped with the skills and experience necessary for collaborative work in a customer-oriented or healthcare environment?

We are pleased to present an opportunity for two Administrative Support Specialist positions within the Birmingham and Solihull Integrated Care Board (ICB);

  • Assisting the System Co-ordination Centre (SCC), a dedicated team focused on delivering exceptional patient care, effectively managing risks, and addressing health disparities across the system.
  • Supporting the Urgent & Emergency Care (UEC) team in enhancing and transforming UEC services and system flow across the region.

As an Administrative Support Specialist, you will be responsible for a variety of essential tasks, including managing and prioritizing incoming correspondence to the designated contact mailbox, utilizing your judgment and expertise to determine which documents require immediate attention and which can be directed to other departments for action, thereby facilitating efficient patient flow and care transitions, as well as managing escalations and risks.

Key Responsibilities

In collaboration with colleagues, service users, and stakeholders, you will provide a comprehensive and efficient administrative and coordination service;

  • Overseeing the designated contact mailbox and other relevant mailboxes for incoming correspondence, applying your judgment to identify urgent documents and those that can be forwarded to other areas for action.
  • Offering specialized secretarial and administrative support and guidance to the team.
  • Managing the calendars for the Associate Director and the Head of UEC Improvement and System Flow.
  • Preparing meeting agendas, recording minutes, and distributing notes, including transcribing group discussions and interviews as required.
  • Collaborating with key stakeholders to fulfill NHSE tasks, system situation reporting, and information dissemination.
  • Providing daily business and administrative support to the designated contact point and, as directed, other governance workstreams.

About Us

The Birmingham and Solihull Integrated Care System unites local NHS entities, councils, and voluntary, community, and faith organizations to better serve our communities. With a population of approximately one million, our vision is for BSOL to be the healthiest place to live and work, promoting equity in life opportunities and health outcomes for all. This is a remarkable opportunity to be part of our Integrated Care System.

As a member of our system, you will actively embody our values in all your actions. You will be committed to addressing health inequalities and fostering an inclusive environment for everyone.

In return, NHS Birmingham and Solihull offers you the chance to thrive and grow within a supportive, ambitious, and inclusive team. You will have numerous opportunities to enhance your skills and experience, collaborating with colleagues across our five Provider Trusts, two Local Authorities, voluntary organizations, the Integrated Care Board (ICB), and NHS England to effect meaningful change and add value.

We recognize that diversity drives creativity and innovation, and we are dedicated to challenging discrimination, promoting equal opportunities for all, and creating a workplace where everyone feels they belong.

Job Responsibilities

For a detailed overview of the job responsibilities and requirements, please refer to the Job Description and Person Specification.

Experience Requirements

Essential Qualifications

  • Extensive administrative and secretarial experience, including the initiation and maintenance of office systems.
  • Proven experience in handling sensitive, contentious, and confidential information.
  • Intermediate proficiency in IT systems and software applications such as Outlook, Word, Excel, and PowerPoint.
  • Understanding of confidentiality and the Data Protection Act.
  • Familiarity with the NHS and current healthcare issues.
  • Ability to work independently, organizing and prioritizing workloads to meet changing and often tight deadlines.
  • Strong communication skills for conveying complex information and administrative matters, requiring developed interpersonal and oral/written communication abilities.

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