Band 5 Somerset System Coordination Centre Support Officer

4 weeks ago

Yeovil, Somerset, United Kingdom NHS Somerset Integrated Care Board Full time

About the Role

The Somerset System Coordination Centre Support Officer will provide administrative and coordination support to the SCC team, acting as the initial point of contact for enquiries regarding the SCC. The role will involve providing administrative support in the tracking of data collections and assurance returns, processing communications cascade, arranging meetings, developing agendas, and producing minutes/action notes.

Key Responsibilities

  • Manage the System Coordination Centre inbox
  • Coordinate data collections and assurance returns
  • Receive telephone calls and email enquiries and use own initiative to process these, finding resolutions where applicable and escalating when appropriate
  • Act as the first point of contact for the SCC Team
  • Maintenance and review of SCC processes and documentation
  • Support, monitor and report on project activities
  • Provide support in the writing and finalising of papers, briefs, and communication pieces
  • Arrange meetings and appointments via the calendar system with both external and internal personnel
  • Support workshop and event planning, including content, ensuring that project teams are fully prepared for meetings with supporting paperwork and information
  • Coordinate speakers, distribute agendas, papers, and minutes for meetings as appropriate
  • Book venues, catering and equipment for events, setting up rooms as necessary
  • Provide administrative support to the team as required, including taking minutes or notes of meetings
  • Contribute to the strategic planning of team activities, identifying interdependencies, and potential impacts on wider organisation, resource requirements and building in contingency and adjustments as necessary
  • Contribute to short, medium and long-term business plans

Working with Stakeholders

The post holder will need to work closely with key stakeholders within Somerset ICS, including ICB colleagues, clinicians, and other colleagues from provider organisations, public health, county council, district councils amongst others.

Requirements

  • Proven experience of working within administration
  • Proven experience of working in a busy office/administration environment
  • Experience of complex diary management/management and facilitation of large-scale complex meetings
  • Previous experience working in an EPRR or operational management setting
  • Experience of undertaking complex minute taking/secretariat for formal meetings

Knowledge and Skills

  • Knowledge of administrative procedures, project management, and information analysis
  • Demonstrating experience of dealing with a wide range of stakeholders and providing information and advice
  • Previous demonstrable experience of data collection, presentation and report writing
  • Ability to work on own initiative and organise own workload with minimal supervision working to tight and often changing timescales
  • Good understanding of the demands of a busy NHS senior management team
  • Ability and willingness to handle confidential information without compromising confidentiality or trust
  • Able to deal with challenging people and to cope with confidential and sensitive information
  • Good financial and numerical skills
  • Methodical approach and attention to detail
  • Advanced keyboard skills, use of a range of software
  • Professional calm and efficient manner
  • Well-developed interpersonal and oral/written communication skills
  • Flexible and adaptable to changing and challenging circumstances
  • Works well with others, is positive and helpful, listens, involves, respects and learns from the contribution of others

Personal Statement/Motivation for Applying

Please use this section to explain how you meet the additional criteria in the Personal Specification, including your reasons and motivation for applying.

Qualifications

  • Educated to a degree level or equivalent qualification or level of experience
  • Demonstrable evidence of continuing professional development

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