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Administrative Support Specialist

2 months ago

Bodmin, Cornwall, United Kingdom NHS Cornwall and Isles of Scilly Integrated Care Board Full time

Position Overview

An exceptional opportunity has emerged for an Administrative Support Specialist to become a vital part of the Corporate Head Office administration team. This role is designed to deliver a thorough, effective, and professional administrative support service to the Chief of Staff and Company Secretary of the NHS Cornwall and Isles of Scilly Integrated Care Board.

The successful candidate will possess substantial and relevant experience in senior administration and/or business support, ensuring the smooth operation of these dynamic offices with confidence and efficiency. Strong prioritization, outstanding organizational and communication skills, and the ability to maintain composure in a fast-paced environment are essential. Flexibility and the capacity to work under tight deadlines are crucial. This position demands the ability to juggle multiple competing priorities, think logically, and work both independently and collaboratively.

Key Responsibilities

All roles within the Integrated Care Board (ICB) share a unified purpose and responsibility to fulfill the four core objectives of integrated care systems (ICS): enhancing population health and healthcare outcomes; addressing disparities in outcomes, experiences, and access; improving productivity and value for money; and supporting the broader social and economic development of the National Health Service (NHS).

Responsibilities include:

  • Overseeing and coordinating all administrative and business support processes that contribute to the effective operation of the offices and director portfolios.
  • Providing a comprehensive administrative and business support service, collaborating closely with the executive board director to alleviate unnecessary demands and pressures, while maintaining professionalism, efficiency, and confidentiality.
  • Acting as the primary point of contact for all communications, ensuring inquiries are addressed or redirected appropriately.
  • Managing multiple diaries across health and social care organizations, often involving senior managers and directors, requiring tact, diplomacy, and strong negotiation skills to achieve mutually beneficial outcomes.

About Our Organization

We are dedicated to fostering an inclusive and diverse workplace and are eager to hear from individuals interested in joining our team. We welcome applications from all individuals, regardless of age, disability, long-term health conditions, gender identity or expression, race or ethnicity, faith, sex, sexuality, or veteran status.

We seek candidates whose personal values and behaviors align with the NHS values outlined in the NHS Constitution and our own organizational values.

Our employees can look forward to a range of excellent benefits, including discount schemes, optional pension and life assurance, flexible working arrangements, salary sacrifice vehicles and cycles, and much more.

Job Duties

As the Administrative Support Specialist, you will:

  • Serve as the primary contact for various business administration tasks, with delegated responsibility for tracking absence, training, and appraisals for relevant teams.
  • Establish effective working relationships with a wide array of internal and external stakeholders, including developing a robust communication network within the business support team, senior executives, and health and social care partners.
  • Coordinate and support multiple workstreams, prioritizing and managing tasks to ensure timely delivery of individual and team activities while identifying any issues or risks.
  • Plan, organize, and balance competing priorities, ensuring a focus on tasks and results to meet deadlines and achieve outcomes while providing efficient administrative support.
  • Utilize initiative to execute tasks and actions with minimal predefined boundaries, demonstrating innovation in task delivery, and autonomously managing urgent matters in the absence of directors.
  • Compile reports for the executive board director and senior management team, highlighting any risks or outstanding actions.
  • Proactively identify risks or opportunities for improvement in processes, procedures, or methods of working within the team.
  • Maintain information systems to ensure workstreams are logged, continuity is upheld, and confidential information is handled appropriately.
  • Administer all aspects of meetings chaired by the executive board director, ensuring timely production and distribution of agenda packs, accurate transcription of minutes, and prompt updates of information.
  • Authorize expenditures within a specified limit.

Qualifications and Experience

Essential:

  • NVQ Level 3 in a relevant business or administration field or equivalent qualification or significant relevant experience at a senior manager/director level.
  • Five GCSEs or equivalent, including English and Maths.
  • RSA Typing/Word processing or equivalent.

Knowledge and Skills

Essential:

  • Previous experience as a PA or in business support at the director level.
  • Demonstrated experience in a busy office environment.
  • Proficient in Microsoft Office applications: Word, Excel, PowerPoint.
  • Experience in communicating and liaising with staff at all levels.

Desirable:

  • Experience in cross-organizational collaboration.

Skills and Abilities

Essential:

  • Ability to organize meetings and take comprehensive, accurate minutes.
  • Strong problem-solving skills, particularly in complex diary management and inter-organizational collaboration.
  • Capability to draft reports and outline meeting documents.
  • Proactive planning and adaptability to rapidly changing scenarios.
  • Competence in coordinating and gathering information.
  • Excellent written and verbal communication skills.
  • Self-motivated with the ability to work independently and prioritize workloads effectively.
  • Maintain confidentiality and trust at all times.
  • Ability to work under pressure and manage multiple tasks simultaneously.
  • Work to tight deadlines.

Desirable:

  • Aptitude for accurately conveying complex or confidential information, utilizing persuasive and negotiation skills as necessary.

Personal Qualities

Essential:

  • Ability to remain calm under pressure.
  • Discretion and confidentiality.
  • Flexibility and adaptability.