NHS Cheshire and Merseyside Integrated Care Board
We are delighted to offer an exciting opportunity to join the central Medicines Management function at NHS Cheshire and Merseyside ICB. In this role, you will play a key part in helping the team achieve its objectives and make a meaningful impact.
This position provides the chance to contribute to a dynamic and evolving function within the ICB. We're seeking a proactive, motivated, and well-organised individual to become part of our supportive and approachable team.
The ideal candidate will bring a positive, solution-focused mindset, take ownership of their responsibilities, and show ambition in delivering high-quality outcomes. You should thrive in a fast-paced environment, excel under pressure, and demonstrate the ability to meet tight deadlines while collaborating effectively with the team. Excellent communication skills are essential for this role.
Although this job is based at Lakeside, Warrington there will be occasional travel to the Liverpool office and opportunities for hybrid working.
Main duties of the job
* Deliver comprehensive, efficient, and professional administrative support to the Medicines Management Team and other internal stakeholders.
* Provide dedicated administrative assistance to the Medicines Management Team, including specific team members as required.
* Maintain a high standard of administrative support by producing accurate, detailed minutes, ensuring meetings are properly recorded, and tracking action points to meet deadlines.
* Facilitate and support meetings effectively, offering high-quality administrative services.
Job responsibilities
Main duties and responsibilities
Communication & Relationships
* Deal with staff and external organisations in a professional and courteous manner and maintain effective communication on behalf of the Medicines Management Team.
* Coordinate with other team members to provide flexibility and cover for absence.
* Communicate effectively with colleagues to support relevant meetings.
* Share learning and priorities with colleagues.
* Work with colleagues to ensure that the Medicines Management Team receives an efficient, professional high-quality support service at all times.
Duties requiring Analytical & Judgement Skills
* Manage incoming correspondence and emails.
* Assess and prioritise own workload within given timeframe, to meet business schedules.
* Identify errors or problems, take action as necessary to resolve and/or notify line manager.
* Support projects developing and identifying resources required, ensuring all materials and resources are current and appropriate.
* Ability to analyse and interpret information.
* Monitor attendance at meetings and identify any quoracy issues in advance of meetings.
* Prioritise workload and escalate any issues which may impact on the smooth running of meetings.
* Ability to use and update Electronic Staff Record (ESR) staff information.
Duties requiring Planning & Organisation Skills
* Deal with incoming post and electronic communication on behalf of the Medicines Management team and prioritise urgent and routine correspondence, including that of a confidential and sensitive nature, exercising independent judgement in order to initiate appropriate action.
* Routine office support as required.
* Support the processing of Freedom of Information Requests and Subject Access Requests as and when required by the team.
* Responsible for the facilitation of Committee and operational level meetings, managing the process, preparing agendas, taking, producing and circulating accurate minutes and action logs of meetings, arranging venues and refreshments as appropriate.
* Develop and maintain the meeting cycle schedule, arranging dates of meetings and setting deadlines for paper distribution/submission deadlines, and to follow up as necessary.
* Collate and distribute agenda and supporting papers both internally and externally.
* Make necessary arrangements to ensure the smooth running of meetings, including booking appropriate venues and catering requirements.
* Follow up actions arising from meetings.
* Maintain the conflicts of interest register.
* Maintain the decision log from meetings and produce annual reports.
* Develop, manage and maintain electronic filing system for meetings.
* Attend meetings or other events where required, taking minutes, providing administrative support and taking follow-up action as required.
* Develop, manage and maintain office systems, including paper and electronic files, ensuring that information is appropriately and securely stored, filed and retrievable.
* Support and co-ordinate the work plan for the Medicines Management function.
* Coordinate Medicines Management meetings, including arranging venue, drafting agenda and distributing papers to attendees.
* Assist with projects and research information, maintain records and compile reports on various subjects as appropriate and when required by the Medicines Management function.
Person Specification
Experience
* Experience of working in a similar environment.
* Significant experience in producing meeting agendas and collating and distributing meeting papers for committees or similar meetings.
Qualifications
* NVQ Level 3 or equivalent.
Skills
* Good organisational skills and time management.
* Ability to plan own workload, and that of others, including directly managed staff.
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.
Employer name
NHS Cheshire and Merseyside Integrated Care Board
Medicines Optimisation Business Co-Ordinator
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