Band 4 Business Support Assistant

Purpose of the role This post is designed to support commissioning activities for Community Pharmacy and Optometry providers as part of the NHS South West Collaborative Commissioning Hub (hosted by Somerset ICB), including providing administrative and project support. The post holder will also administrative and secretarial services to the Community Pharmacy/Optometry and General Practice Transformation senior management team, including for example, diary management, the preparation of agendas and minutes, taking appropriate follow-up actions as required. The NHS South West Collaborative Commissioning Hub is responsible for supporting the 7 Integrated Care Boards (ICBs) across the South West with commissioning and contract management of: Primary and Secondary Care Dental Services Community Pharmacy Community Opticians This includes engaging with key local system stakeholders, to ensure commissioned services are responsive to evidenced local need and are in line with national commissioning guides. The team also provides expert advice and support to the 7 ICBs across the South West regarding Delegated Commissioning of Primary Care Services.
Alongside this work, the team are responsible for supporting the 7 ICBs regarding transformation of the primary care services listed above. Key responsibilities of the role Provide administration and secretarial support and advice to the team to support a number of initiatives by: Management of a generic inbox responding to Community Pharmacy/Optometry contractor queries as required Providing administrative support to the Community Pharmacy Assurance Framework annual process Providing administrative support to the management of Community Pharmacy core and supplementary hour changes Providing administrative support to the Community Pharmacy Temporary Suspension policy Supporting contractors with clinical waste queries Preparing agendas, taking minutes and distributing notes of meetings including typing up of group discussions and interviews as necessary Managing the electronic diary for agreed senior managers within the team, including arranging and changing appointments, prioritising these as appropriate. Ensure all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner. Organising and planning events as directed, providing all necessary supporting materials.
Supporting teams in project management and participating in department events. Working with all team members in the collection of information for performance reporting on relevant team projects. Acting as a point of contact for teams, dealing and responding effectively with complex queries from stakeholders and passing on relevant information to appropriate team members sensitively and autonomously. Running and collating reports which may include reports to the Board and senior management as required.
Developing and maintaining effective electronic filing systems, to ensure that information is kept securely and is accessible to other members of the team Working together with other administrators across the Commissioning Hub to provide an effective network of communication including dealing with visitors to the base and being flexible to cover other administrators general duties as required. Providing guidance and advice on relevant policies and procedures. To carry out other appropriate delegated duties as required.Freedom to Act To use your own initiative and act independently regarding management of diaries, travel arrangements, and make appropriate decisions taking financial and logístical considerations into account To take forward specific project issues and actions. To assess and evaluate priorities to meet changes in demand To work unsupervised and without direction on occasion, whilst recognising the need to refer to others for support/guidancewhen requiredWorking Conditions/ Effort Extensive VDU use Will have periods of intense concentration, particularly when transcribing minutes.
Must be able to manage frequent interruptions. Occasionally required to have difficult conversations with peers in external organisations