Administrative Support Coordinator

4 weeks ago

Bristol, Bristol, United Kingdom NHS Bristol, North Somerset and South Gloucestershire Integrated Care Board Full time

Position Overview

NHS Bristol, North Somerset and South Gloucestershire Integrated Care Board is not a sponsoring organisation.

We are seeking a dedicated Administrative Support Coordinator to become a vital member of our proactive Primary Care Development team in a permanent part-time capacity.

This role is structured as a permanent part-time position, equating to 15 working hours per week. We are open to flexible working arrangements that accommodate both the successful candidate's preferences and the operational needs of the organisation. Potential arrangements may include 15 hours spread over two days or three days.

The role is essential in facilitating support for General Practice, Pharmacy, Optometry, and Dental Services. The Administrative Support Coordinator will play a crucial role within the ICB Primary Care Development Team, delivering high-quality organizational and administrative assistance to team members. Key initiatives of the team include:

  • Overseeing and implementing strategies to enhance patient access to general practice.
  • Assisting practices and Primary Care Networks in improving the health outcomes of the BNSSG population.
  • Formulating a strategy to enhance dental access for all patients and promote oral health among children.
  • Aiding in the design of operational plans concerning activity, workforce, and financial management.

Please be aware that the vacancy may close before the stated closing date depending on the volume of applications received.

Key Responsibilities

The successful candidate will support the Primary Care Development Team by managing diaries, taking minutes, and preparing for meetings. The role involves collaborating with an administrative team to provide a comprehensive administrative support service to the team and, as needed, to other teams within the Directorate of Performance and Delivery.

Responsibilities include:

  • Proactively planning and scheduling meetings and events, preparing agendas and associated documentation, booking venues, and arranging travel.
  • Coordinating diaries with other teams and administrative partners, taking minutes, and maintaining action logs.
  • Overseeing annual leave and other internal requests, such as ordering supplies and maintaining records.
  • Providing project support as necessary and assisting in the preparation of performance reports and improvement briefings.

The Administrative Support Coordinator will primarily work within the Primary Care Development Team and will also provide support to the Children's Services Team when cross-cover is required.

About Our Organisation

We are dedicated to fostering an inclusive workplace that values diversity. Our experience shows that diverse ideas, perspectives, and backgrounds contribute to a stronger, more innovative environment, enabling us to deliver exceptional services. We encourage applications from individuals representing the rich diversity of our community, including people of all ages, disabled individuals, all genders, ethnic minority groups, LGBTQ+ individuals, and those with diverse gender identities and expressions, as well as individuals from various religious and belief backgrounds.

Job Duties

Responsibilities include:

  • Collaborating with team members to gather information for performance reporting on relevant projects.
  • Serving as a point of contact for teams, effectively addressing complex queries from stakeholders and relaying pertinent information to appropriate team members.
  • Providing necessary information for financial management, assisting the Business Manager and teams by verifying and processing invoices.
  • Compiling and analyzing reports, including those for senior management and the Board as required.
  • Developing and maintaining efficient electronic filing systems to ensure secure and accessible information for team members.
  • Documenting group discussions and interviews as needed.
  • Collaborating with other administrators/PAs within the ICB to establish effective communication networks, including managing visitor interactions and covering general administrative duties.
  • Offering guidance on relevant policies and procedures.
  • Tracking and managing records for annual leave, sickness, and other absences for the team, addressing any issues with senior management.
  • Assisting the communications team in creating and maintaining briefings and informational documents.
  • Supporting the team in organizing events, including sending invitations and coordinating requirements.

Required Qualifications and Skills

Essential

  • NVQ Level 3 in a relevant field or equivalent qualification or substantial relevant experience.
  • Significant experience in administrative or secretarial roles, including establishing and maintaining office systems.
  • Proven experience in public interaction and handling sensitive and confidential information.
  • Intermediate proficiency in IT systems and software applications such as Outlook, Word, Excel, PowerPoint, and Access.
  • Understanding of confidentiality and the Data Protection Act.
  • Familiarity with NHS-related issues.

Communication Skills

Essential

  • Strong communication skills with excellent writing, data entry, and presentation abilities; capable of delivering clear information and instructions to staff and service users.
  • Ability to perform under pressure in a fast-paced environment and manage multiple tasks effectively.
  • Effective teamwork capabilities.
  • Proficiency in minute-taking.

Commitment to Equality and Diversity

Essential

  • Understanding and commitment to the principles of equality, diversity, and inclusion.

Autonomy

Essential

  • Ability to work independently, demonstrating initiative and effectively organizing and prioritizing workloads to meet changing and often tight deadlines.

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