Business Support Administrator

3 weeks ago

Doncaster, United Kingdom NHS South Yorkshire Integrated Care Board Full time

Job summary

To provide an effective and high-quality level of administrative supportwithin the Quality and Patient Safety Teams. To consistently deliver andefficient secretarial support service which promotes effective workingrelationships across South Yorkshire.

Main duties of the job

Plan and carry out administrative tasks, working independently, taking guidance and advice from line manager. Prepare word processing documents, letters, emails, and reports when/if required. Plan and organise meetings for the department and plan any administrative work as required. Prepare agendas and take notes at meetings. Manage own time effectively. Input data into computerised systems. Monitor and print reports as needed. Provide non-clinical information to internal or external visitors and colleagues as required. Standard keyboard skills are required to use computer systems on a regular basis. Accurate minute taking stills are essential for the post.

Interview date: 6th June 2024

About us

NHS South Yorkshire Integrated Care Board oversees healthand social care for a population of people. Working through our four places, Barnsley, Doncaster, Rotherham, and Sheffield, we are building on thestrengths, capacity and knowledge of all those directly involved with our localcommunities to deliver our four key aims of Improving outcomes inpopulation health and healthcare; Tackling inequalities in outcomes, experienceand access; Enhancing productivity and value for money; and Helping the NHSsupport broader social and economic development.

Our near 1,000 staff are committed to addressing the broaderhealth, public health, and social care needs of the population across SouthYorkshire through our values of One Team, Empowered and Innovative. We work as a key partner with theIntegrated Care Partnership (ICP) of health and care providers within the SouthYorkshire Integrated Care System (ICS) to collectively deliver health and careservices that meet the needs of the local population. In total there are 186 GPpractices in the region, 72,000 health and social care professionals workingacross seven NHS trusts and four local authorities, and a further 6,000voluntary, community and social enterprise sector (VCSE) organisations. We workalongside all these colleagues through local councils, our VCSEpartners and other partners to address health inequalities and widerdeterminants of health in South Yorkshire.

Job description

Job responsibilities

Act as contact for the department, dealing with routine enquiries in a pleasant and helpful manner, communicating relevant information to both internal and external stakeholders, signposting where appropriate. To maintain the electronic diaries, ensuring the efficient planning of daily commitments in order to maximise the management of time and workload. To assist the Quality and Patient Safety Team in ensuring that follow up action from meetings are being undertaken, ensuring where necessary that actions are completed and offering assistance as required. Photocopying, scanning and word processing documents such as letters, emails, minutes, and reports as required. To facilitate and provide high-level administrative support to formal committee meetings ensuring all relevant papers, minutes and files are prepared and available for meeting including agenda setting, collating of meeting documentation and distributing accordingly, taking notes, producing formal minutes and action logs as necessary. Post holder must have a standard level of keyboard skills and be able to use Microsoft Office programmes including Word, Excel, Access, Outlook, and PowerPoint. Create and maintain effective and efficient electronic filing systems. Able to work on own initiative and unsupervised, within defined policies and procedures to set timescales. Have a flexible/adaptable approach to work in order to meet various deadlines. Responsible for organising meetings and planning any administrative work as required. Organise events and workshops as necessary. Inputting into, monitoring and printing reports from computerised systems, creating and maintaining databases as required. Cover reception on a rota basis and in case of absence. Understand and respect the need for confidentiality. Carry out other appropriate delegated duties consistent with the post as required. Person Specification

Qualifications

Essential

NVQ level 3 in Business Administration or equivalent experience.

Experience

Essential

Experience of working in an office or team environment.

Desirable

Experience of working in healthcare or public sector environment.

Knowledge and Understanding

Essential

Knowledge of administrative systems and processes. Understanding of confidentiality.

Desirable

Awareness of health services provision.

Skills and Competencies

Essential

Able to work on own initiative and unsupervised, within defined policies and procedures. Good customer service skills. Good written and verbal communication skills. Able to use tact and persuasion to support problem solving. Intermediate knowledge of IT systems and software such as Microsoft Office. Able to maintain concentration on tasks through interruptions.

Desirable

Able to explain processes and procedures to those unfamiliar with them.

Attributes

Essential

Fosters good working relationships and values difference. Able to work well as part of a team.

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