Job summary This advert is only open to those currently employed by the following organisations: Mid and South Essex Integrated Care Board Mid and South Essex NHS Foundation Trust Essex Partnership University NHS Foundation Trust We are recruiting for a highly motivated and dedicated Business Administrator for our Corporate Headquarters (HQ) in Basildon. You will be a valuable member of the small admin team, assisting with the smooth running of the organisation Corporate HQ. You will be responsible for line management of the Corporate Receptionist, ensuring there is effective reception cover and that administrative tasks are completed accurately and in a timely, efficient manner. You will also be required to cover the Receptionist during periods of leave, and will be part of the team responsible for handling calls into our organisational phone line (switchboard). You will support our Corporate HQ, ensuring there is appropriate processes in place to support the effective running of the office, ensuring it is always safe and organised for staff. This includes ordering stationary, providing administrative support to Health & Safety practices, facilitating contractor visits, managing and escalating any day-to-day issues with corporate estate and providing support to staff members. This role will be ideal for somebody who has experience within a corporate office environment, supporting or leading office management, and is customer/service user focused. Main duties of the job The ideal candidate will have the ability to communicate effectively with members of the public, patients and various levels of staff, both face-to-face and over the phone. This post is the first point of contact into the organisation, and so will require somebody who lives the organisation's values, and ensure they are used at all times to a high standard. Welcoming all staff, visitors and patients, creating a positive and friendly environment. Develop, maintain, and manage local systems for effective administration across Corporate HQ. Coordinate corporate diaries, calendars and meetings, including booking of external venues. Be responsible for answering and redirecting calls from members of the public on the ICB switchboard. Be responsible for day-to-day administrative of the corporate HQ including sorting stationary, completing regular checks across the site, and ensuring it is a tidy and welcoming environment. Management of Corporate Receptionist, ensuring receptionist desk & phone line is covered during opening times. Manage relevant processes in support of corporate HQ including health & safety, first aid / fire marshals, contractor visits, estate incidents or maintenance concerns. As this role supports and maintains our Corporate HQ, you will be required to work Monday-Friday on site, with working hours to be agreed between 8am - 5pm. Once settled into the role, there will be possibility for some flexible working at home. About us Mid and South Essex ICB is a statutory organisation responsible for the planning and delivery of local health and care services, across Mid and South Essex and is part of the wider integrated care system. Integrated Care Systems (ICSs) are partnerships of health and care organisations that come together to plan and deliver joined up services and to improve the health of people who live and work in their area. The headquarters for the organisation is Phoenix Court, Basildon, but there is a hybrid model of working, which includes working across Mid and South Essex and home working. We are passionate about creating an inclusive workplace that promotes and values diversity. We know through experience that the different ideas, perspectives and backgrounds create a stronger and more creative work environment that delivers better patient outcomes. We welcome applications regardless of peoples age, disability, sex, gender, identity and gender expression, sexual orientation, race or ethnicity, religion or belief. We have policies and procedures in place to ensure that all applicants are treated fairly and consistently at every stage of the recruitment process, including the consideration of reasonable adjustment for people who have a disability. We would also encourage applicants to raise any personal circumstances they would like us to be aware of so that we can consider possible adjustments. Unfortunately, the organisation does not have a Sponsorship licence. Date posted 20 February 2025 Pay scheme Agenda for change Band Band 4 Salary £26,530 to £29,114 a year plus, fringe London allowance Contract Permanent Working pattern Full-time Reference number D9708-MSE456 Job locations Phoenix House Christopher Martin Road Basildon Essex SS14 3HG Job description Job responsibilities ROLE PURPOSE / SUMMARY The Mid and South Essex Integrated Care System will comprise the Integrated Care Board (ICB), which is the statutory body for the NHS, and the Integrated Care Partnership (ICP), which is a Joint Committee, and brings together key health, care, community and voluntary sector organisations across the area. The ICS has a bold ambition to deliver improved outcomes for our 1.2m population through our four Alliances, and we are placing clinical and professional leadership and the voice of our residents at the heart of realizing this ambition. The aim of the Corporate Services Office is to: Provide leadership, direction & drive to ensure that system resources are used to best effect and deliver a better life for our residents. The Corporate Services Office will ensure that strong corporate governance enables timely and sound decision making, create effective systems of assurance and upholds standards of business conduct which adhere to the Nolan principles. The Corporate Services Office will establish and maintain internal resources, processes and disciplines that reflect the Chief Executives duties and responsibilities and allow the Board to operate successfully. It will support and enable effective communication between Board members. The post holder will be responsible for the effective and smooth running of the ICB headquarters/facilities, ensuring that access to the building is secure and providing a pleasant environment for staff. This will involve management of the receptionist and ensuring that effective systems are in place. COMPETENCY BASED KEY DELIVERABLES To develop and manage local systems for effective administration including diary management, post, emails, telephone, and other communications ensuring effective, timely response and actions Coordinate corporate diaries, calendars, and meetings for Board members Responsible for decisions made during duties, seeking guidance and escalating issues where appropriate to the Business Manager Assist with the delivery of project plans and workstreams, as directed by line manager and raising any issues with delivery to line manager Responsible for the monitoring of one or more budgets and processing of invoices Seeks best value for money within own area of work Line management of the HQ receptionist and ensuring that the reception desk is covered during opening times Manage relevant processes in support of HQ responsibilities including: - Responsible for the co-ordination of Health & Safety assessments and ensuring that up to date records are held locall - Ensure systems in place with regards to health and safety including Fire Marshals/First Aid - Working in partnership with the Estates Lead ensure that relevant policies/procedures are in place and escalation of corporate estates issues - Using judgement to ensure correct reporting of Facilities Management issues to NHSPS. Following through issues and ensuring completion - Photocopiers - to manage day to day issues with receptionists including raising invoices with Finance where partner organisations are to be re-charged for use of the devices (printing/scanning/copying) based on system reports; Ensure toners and waste toner boxes are changed and disposed of - Liaising with the landlord to ensure appropriate and secure access to the building for staff and visitors including car park passes and ID badges/security fobs - Ensure an effective system in place to manage hot desk bookings and IT support for hot desks, keeping up to date safe inventory, taking room bookings - Ensure an effective system in place to manage room bookings for meetings or training. Acting as a point of contact for queries relating to issues within the room, e.g., equipment and facilities - Act as an escalation point for contentious/difficult telephone calls received through main public ICB telephone lines - Ensure effective systems in place to handle with incoming and outgoing post - Produce manuals for each site and implement annual review and updates as required - Ensure effective systems are in place for manager to order stationery and stock and check deliveries - Undertake a project to ensure the medium to long term use of corporate facilities, including meeting room usage, to ensure full utilisation Job description Job responsibilities ROLE PURPOSE / SUMMARY The Mid and South Essex Integrated Care System will comprise the Integrated Care Board (ICB), which is the statutory body for the NHS, and the Integrated Care Partnership (ICP), which is a Joint Committee, and brings together key health, care, community and voluntary sector organisations across the area. The ICS has a bold ambition to deliver improved outcomes for our 1.2m population through our four Alliances, and we are placing clinical and professional leadership and the voice of our residents at the heart of realizing this ambition. The aim of the Corporate Services Office is to: Provide leadership, direction & drive to ensure that system resources are used to best effect and deliver a better life for our residents. The Corporate Services Office will ensure that strong corporate governance enables timely and sound decision making, create effective systems of assurance and upholds standards of business conduct which adhere to the Nolan principles. The Corporate Services Office will establish and maintain internal resources, processes and disciplines that reflect the Chief Executives duties and responsibilities and allow the Board to operate successfully. It will support and enable effective communication between Board members. The post holder will be responsible for the effective and smooth running of the ICB headquarters/facilities, ensuring that access to the building is secure and providing a pleasant environment for staff. This will involve management of the receptionist and ensuring that effective systems are in place. COMPETENCY BASED KEY DELIVERABLES To develop and manage local systems for effective administration including diary management, post, emails, telephone, and other communications ensuring effective, timely response and actions Coordinate corporate diaries, calendars, and meetings for Board members Responsible for decisions made during duties, seeking guidance and escalating issues where appropriate to the Business Manager Assist with the delivery of project plans and workstreams, as directed by line manager and raising any issues with delivery to line manager Responsible for the monitoring of one or more budgets and processing of invoices Seeks best value for money within own area of work Line management of the HQ receptionist and ensuring that the reception desk is covered during opening times Manage relevant processes in support of HQ responsibilities including: - Responsible for the co-ordination of Health & Safety assessments and ensuring that up to date records are held locall - Ensure systems in place with regards to health and safety including Fire Marshals/First Aid - Working in partnership with the Estates Lead ensure that relevant policies/procedures are in place and escalation of corporate estates issues - Using judgement to ensure correct reporting of Facilities Management issues to NHSPS. Following through issues and ensuring completion - Photocopiers - to manage day to day issues with receptionists including raising invoices with Finance where partner organisations are to be re-charged for use of the devices (printing/scanning/copying) based on system reports; Ensure toners and waste toner boxes are changed and disposed of - Liaising with the landlord to ensure appropriate and secure access to the building for staff and visitors including car park passes and ID badges/security fobs - Ensure an effective system in place to manage hot desk bookings and IT support for hot desks, keeping up to date safe inventory, taking room bookings - Ensure an effective system in place to manage room bookings for meetings or training. Acting as a point of contact for queries relating to issues within the room, e.g., equipment and facilities - Act as an escalation point for contentious/difficult telephone calls received through main public ICB telephone lines - Ensure effective systems in place to handle with incoming and outgoing post - Produce manuals for each site and implement annual review and updates as required - Ensure effective systems are in place for manager to order stationery and stock and check deliveries - Undertake a project to ensure the medium to long term use of corporate facilities, including meeting room usage, to ensure full utilisation Person Specification Qualifications Essential Diploma level qualification or equivalent level of experience in relevant role Additional training or experience to support the requirements of the role Partnership Working / Leadership Management Essential Good communicator, with ability to liaise with colleagues at all level Ability to plan workload considering conflicting priorities and deadlines Challenges within remit of the role and escalates appropriately where these principles are at risk of not being upheld Knowledge / understanding Essential Knowledge of administrative systems and procedures Skills Essential Minute taking, audio typing/digital dictation skills Management/Mentoring of other staff Attention to detail Experience Essential Substantial experience of working in a senior administration/secretarial environment Experience of working in a service focused environment Experience of arranging meetings, preparing agendas and transcribing minutes of meetings Experience of providing administrative and project support and developing and implementing administrative systems Person Specification Qualifications Essential Diploma level qualification or equivalent level of experience in relevant role Additional training or experience to support the requirements of the role Partnership Working / Leadership Management Essential Good communicator, with ability to liaise with colleagues at all level Ability to plan workload considering conflicting priorities and deadlines Challenges within remit of the role and escalates appropriately where these principles are at risk of not being upheld Knowledge / understanding Essential Knowledge of administrative systems and procedures Skills Essential Minute taking, audio typing/digital dictation skills Management/Mentoring of other staff Attention to detail Experience Essential Substantial experience of working in a senior administration/secretarial environment Experience of working in a service focused environment Experience of arranging meetings, preparing agendas and transcribing minutes of meetings Experience of providing administrative and project support and developing and implementing administrative systems Employer details Employer name NHS Mid and South Essex Integrated Care Board Address Phoenix House Christopher Martin Road Basildon Essex SS14 3HG Employer's website https://www.midandsouthessex.ics.nhs.uk (Opens in a new tab)