Job summary An exciting opportunity has arisen for a business administration officer to join the emergency preparedness, resilience and response (EPRR) team to provide a comprehensive, effective and professional business support service to the delivery of the Cornwall & Isles of Scilly Integrated Care Board (ICB) category one response function and support to the head of EPRR The post holder will have proven and relevant administration and/or business support experience and will manage the day to day running of the single point of contact email account and EPRR administration service in a confident and effective manner. The post holder will have strong prioritisation and excellent organisational and communication skills, and the ability to remain calm in a busy and dynamic environment. Flexibility and working at pace to strict deadlines are key. This role requires the ability to manage many competing priorities, to work logically, and to work on your own initiative and as part of a team. Main duties of the job All roles in the integrated care board (ICB) share a common purpose and responsibility to meet the four core purposes of integrated care systems (ICS); to improve outcomes in population health and healthcare; to tackle inequalities in outcomes, experience and access; to enhance productivity and value for money and to help the National Health Service (NHS) support broader social and economic development. Provide a comprehensive, professional, effective and efficient administration service including the management of diaries to arrange meetings and events as required, requiring good negotiation skills to secure mutually agreed outcomes To be responsible for o Manage the single point of contact (SPOC) process for EPRR and notifications for the ICB. o Sorting and prioritising all incoming mail and e-mail, distributing as appropriate. o Managing the electronic diary for the Head of EPRR and EPRR Team, including arranging and changing appointments, prioritising these as appropriate. o Ensuring all urgent local, regional, national and/or confidential communications are received and distributed from/to relevant parties in a timely manner. o Ensure situation reports and formal returns to NHSE are completed as per requirements. o Organising and planning events as necessary supporting information material. o Deliver the secretariat function of the Local Health Resilience Partnership meetings About us NHS Cornwall and Isles of Scilly Integrated Care Board (ICB) is a statutory NHS organisation responsible for developing a plan for meeting the health needs of our communities, managing the NHS budget, and arranging for the provision of joined up health services which improve the lives of people who live and work in Cornwall and the Isles of Scilly. By collaborating as an integrated care system (ICS) our health and care organisations can tackle complex challenges, including: improving the health of children and young people supporting people to stay well and independent acting sooner to help those with preventable conditions supporting those with long-term conditions or mental health issues caring for those with multiple needs as populations age getting the best from collective resources so people get care as quickly as possible. Working with us We are committed to creating an inclusive and diverse work environment and are always keen to hear from people who would like to work with us. We welcome applications from everyone regardless of age, disability or long-term health condition, gender identity or expression, race or ethnicity, faith, sex, sexuality or veteran status. We are looking for people whose personal values and behaviours align with the NHS values outlined in the NHS Constitution and our own values and behaviours. Date posted 06 January 2025 Pay scheme Agenda for change Band Band 4 Salary £26,530 to £29,114 a year pa pro rata Contract Permanent Working pattern Full-time, Flexible working Reference number 471-663159-A Job locations Chy Trevail Bodmin PL31 2FR Job description Job responsibilities Develop and maintain effective working relationships within broad range of internal and external stakeholders. This includes developing an effective communication network within the EPRR team, senior executives, multi agency partners, health and social care partners, voluntary and public sector organisations. Deliver the ICB single point of contact function, triaging external communications and time sensitive regional returns to ensure tight deadlines are met Timely production of papers and other documents for internal and external meetings, of which some will also relate to cross system-wide meetings including the drafting of high quality documents (emails, letters), with varying degree of instruction or support. Transcribing of minutes and notes at formal and informal meetings as required Ability to manage own workload and to be proactive whilst recognising boundaries of authority, knowledge and skills Proactively horizon scan for risks or opportunities where you can make recommendations to develop or improve to processes, procedures or methods of working within the team Plan, organise and balance competing priorities ensuring that you are task and result focussed to ensure deadlines are met and outcomes achieved whilst providing an efficient and effective administrative service. Undertake reporting of information, including collating reports for the line manager highlighting any risks or outstanding actions Ability to change to react quickly to changing demands and circumstances dealing with all matters confidentially, sensitively and with integrity. Job description Job responsibilities Develop and maintain effective working relationships within broad range of internal and external stakeholders. This includes developing an effective communication network within the EPRR team, senior executives, multi agency partners, health and social care partners, voluntary and public sector organisations. Deliver the ICB single point of contact function, triaging external communications and time sensitive regional returns to ensure tight deadlines are met Timely production of papers and other documents for internal and external meetings, of which some will also relate to cross system-wide meetings including the drafting of high quality documents (emails, letters), with varying degree of instruction or support. Transcribing of minutes and notes at formal and informal meetings as required Ability to manage own workload and to be proactive whilst recognising boundaries of authority, knowledge and skills Proactively horizon scan for risks or opportunities where you can make recommendations to develop or improve to processes, procedures or methods of working within the team Plan, organise and balance competing priorities ensuring that you are task and result focussed to ensure deadlines are met and outcomes achieved whilst providing an efficient and effective administrative service. Undertake reporting of information, including collating reports for the line manager highlighting any risks or outstanding actions Ability to change to react quickly to changing demands and circumstances dealing with all matters confidentially, sensitively and with integrity. Person Specification Qualifications, training, and professional membership Essential Educated to NVQ 4 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience. Significant administrative/ secretarial experience including initiating and maintaining office systems. Intermediate knowledge of IT systems and software programmes such as Outlook, Teams, Word, Excel, and PowerPoint Demonstrable experience in dealing with the public and dealing with sensitive and confidential information Understanding of Confidentiality and Data Protection Act. Desirable Experience of working across organisational and professional boundaries in partnership with other stakeholders to build constructive and credible relationships. Knowledge of NHS issues. Knowledge and experience Essential Ability to work under pressure in a busy working environment and able to multi-task Able to work on own initiative, organising and prioritising own and others workloads to changing and often tight deadlines. Positive and flexible approach to work, able to change priorities and demonstrate resilience in the face of uncertainty and change Minute taking. Desirable Experience of working in a health care environment. Skills and abilities Essential Clear communicator with excellent skills writing, data entry and presentation skills: capable of constructing and delivering clear information/ instructions to colleagues and service users. Ability to work under pressure in a busy working environment and able to multi-task. Problem solving skills Personal qualities, behaviours and aptitudes required to demonstrate the values Essential Understanding of and commitment to equality of opportunity and good working relationships. Flexible and adaptive, able to take ownership Person Specification Qualifications, training, and professional membership Essential Educated to NVQ 4 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience. Significant administrative/ secretarial experience including initiating and maintaining office systems. Intermediate knowledge of IT systems and software programmes such as Outlook, Teams, Word, Excel, and PowerPoint Demonstrable experience in dealing with the public and dealing with sensitive and confidential information Understanding of Confidentiality and Data Protection Act. Desirable Experience of working across organisational and professional boundaries in partnership with other stakeholders to build constructive and credible relationships. Knowledge of NHS issues. Knowledge and experience Essential Ability to work under pressure in a busy working environment and able to multi-task Able to work on own initiative, organising and prioritising own and others workloads to changing and often tight deadlines. Positive and flexible approach to work, able to change priorities and demonstrate resilience in the face of uncertainty and change Minute taking. Desirable Experience of working in a health care environment. Skills and abilities Essential Clear communicator with excellent skills writing, data entry and presentation skills: capable of constructing and delivering clear information/ instructions to colleagues and service users. Ability to work under pressure in a busy working environment and able to multi-task. Problem solving skills Personal qualities, behaviours and aptitudes required to demonstrate the values Essential Understanding of and commitment to equality of opportunity and good working relationships. Flexible and adaptive, able to take ownership Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Additional information Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Employer details Employer name NHS Cornwall and Isles of Scilly Integrated Care Board Address Chy Trevail Bodmin PL31 2FR Employer's website https://www.cios.icb.nhs.uk (Opens in a new tab)