Band 4 Primary Care Administrator (FTC 9 months)
This post is designed to provide a comprehensive and professional administrative support service to the Primary Care Team and is a chance to be at the heart of everything we do. The effective delivery of this role removes unnecessary demands and pressures from the team and allows them to focus on service provision.
This role contributes to the overall effectiveness of the team through bringing administrative expertise to the work of the whole team. The primary care team is a busy but supportive and friendly team that deals with a wide variety of issues.
You will need to be a keen team player and an effective communicator, working well as part of a team, or individually to complete comprehensive administrative workstreams. As part of this role, you will need to be able to prioritise and manage your own workload, and at times will work closely with other Directorates within the ICB.
If this role sounds like something you would be interested in, then we would love to hear from you.
This is a 9 month fixed term contract
Main duties of the job
* Act as the first point of contact for the Primary Care team, always presenting in a professional, helpful and appropriate manner.
* To deputise for the Executive Assistant to the Director, and Assistant Primary Care Officers as required.
* Ensure important issues are brought to the attention of the relevant team member.
* Confidently resolve enquiries, requests and issues raised by stakeholders and others.
* Work proactively on own initiative with planning and prioritisation of own workload to ensure work is completed in a timely manner.
* Display tact and discretion in handling complex and/or sensitive information and enquiries from colleagues and stakeholders.
* Outstanding interpersonal skills are required to interact with a wide range of stakeholders at all management levels within NHS Somerset Integrated Care Board (ICB), the Somerset Integrated System (ICS), regionally and nationally.
* To communicate regularly with key stakeholders and groups, internally and externally, to ensure that they are kept updated of developments and briefings.
* To support the Primary Care Team to populate the NHS Standard Contract and liaise with ICB, and external colleagues to ensure contract schedules are being reviewed and completed in line with the local agreed or national timelines.
About us
NHS Somerset Integrated Care Board (ICB), known as NHS Somerset is the statutory NHS organisation responsible for implementing a health and care strategy developed by the Integrated Care Partnership.
NHS Somerset consists of approx. 360 staff, across 8 directorates, with multiple teams within each directorate.
We encourage applications from people of all backgrounds and welcome applications from underrepresented groups. When recruiting, we are committed to equality of opportunity for all. We believe that the best organisations are those that reflect the communities they serve.
We offer flexible working from your first day of employment and we also have an agile approach to home / office-based working. Please note however, that you will be required to work from our HQ, Wynford House in Yeovil for 2/3 days per week and that elements of the role may require you to travel to other locations across Somerset, to attend in-person meetings and meet the needs of the service. Please consider this before applying.
Job Share and Secondment opportunities will be considered. If you are seeking an internal or external secondment, please seek advice from your HR team and you must also obtain your current line manager's permission to be released on secondment before applying, to avoid disappointment.
We also offer an excellent pension scheme and generous annual leave entitlement.
Please read the attached documents / visit the links listed before applying.
Thank you for your interest.
Job responsibilities
PURPOSE OF THE ROLE:
This post is designed to provide a comprehensive and professional administrative support service to the Primary Care team.
This role contributes to the overall effectiveness of the team through bringing administrative expertise to the work of the whole team. The primary care team is a busy but supportive and friendly team that deals with a wide variety of issues, including meetings, payments, MP correspondence, commissioning and contractual processes, stakeholder management, action plans, major projects and crisis response.
KEY RESPONSIBILITIES OF THE ROLE:
General:
* Act as the first point of contact for the Primary Care team, presenting at all times in a professional, helpful and appropriate manner.
* To provide a professional response to telephone or in-person callers, providing non-clinical advice and/or information.
* Ensure important issues are brought to the attention of the relevant team member.
* Confidently resolve enquiries, requests and issues raised by stakeholders and others.
* Work proactively on own initiative with planning and prioritisation of own workload to ensure work is completed in a timely manner.
* Display tact and discretion in handling complex and/or sensitive information and enquiries from colleagues and stakeholders.
* Outstanding interpersonal skills are required to interact with a wide range of stakeholders at all management levels within NHS Somerset Integrated Care Board (ICB), the Somerset Integrated System (ICS), regionally and nationally.
* To communicate regularly with key stakeholders and groups, internally and externally, to ensure that they are kept updated of developments and briefings.
* To deputise for the Executive Assistant to the Director, and Assistant Primary Care Officers as required.
PERSONAL STYLE / BEHAVIOURS:
* To be a champion and role model NHS Somerset's values and behaviours.
* To be a champion for equality, diversity, and inclusion.
* To promote a culture of openness, fairness, innovation, and transparency.
Team Functions Support:
* To support BAU contract management processes including liaising with ICB and external colleagues.
* Supporting the Primary Care Officers with the NHS core and standard contract updates including schedule reviews and mail merging.
* Processing CQRS Local payment claims adhering to contractual timescales.
* To be the key contact and coordinator for the Primary Care Commissioning (PCC) contract for the team. This includes coordinating attendance at training events, contract credit utilisation, and helpdesk queries.
* To support the management of the risk register, ensuring support to colleagues to review and amend entries in a timely fashion. To be the team champion for risk management.
* To act as Primary Care Team support on website development work, Microsoft Teams, Office 365 and in maintaining the information asset register.
* To collect data and produce summaries to support Primary Care Team projects and to produce activity grids as required.
* To create and maintain spreadsheets to support the management of the Primary Care Team and for specific projects.
* To lead on cyber security in the team, ensuring that all team members understand cyber security risks and that all training is up to date. Also to support cyber security incident response as necessary.
Secretariat Responsibilities:
* Support diary management for senior team members.
* To arrange team events, workshops and other relevant meetings as and when required.
* To effectively monitor the Teams generic e-mail account, incoming post and forward or deal with requests appropriately in a timely manner.
* To produce papers and other documents in a timely fashion for Primary Care Team meetings and/or corporate meetings.
* To co-ordinate complaint responses from within the Primary Care Team, ensuring delivery against the timeline standards.
* To co-ordinate Freedom of Information responses from within the Primary Care Team, ensuring delivery against the timeline standards.
* To co-ordinate responses to MP and other stakeholder queries.
* Meeting attendance where appropriate including supporting administrative process as and when required.
* Coordinate desk bookings for the team and act as the key contact for other ICB teams.
* To support team recruitment processes including but not limited to induction plans, IT kit etc.
* To arrange and organise meetings both internally and with other organisations, often with a number of senior managers and directors in attendance, including Primary Care Commissioning Committee and Assurance Framework meetings.
* To take concise and accurate minutes, producing minutes/notes in a timely fashion, preparing action grids and following up action points where appropriate.
Other:
The post holder will be required to adapt and to undertake new or changing duties in line with their banding therefore, the key responsibilities listed are not exhaustive. Any changes will be in relation to changing circumstances and in consultation with the post holder.
The post holder will enhance their own performance through continuously developing own knowledge and skills to meet the current and future requirements of the role and the needs of the directorate and ICB.
Person Specification
Personal Statement / Motivation for Applying
* Please use this section to explain how you meet the additional criteria in the Personal Specification including your reasons and motivation for applying.
Experience
* Competent user of MS Office packages, specifically Word, Excel, PowerPoint and Outlook.
* Ability to apply good problem-solving skills, e.g. in complex diary scheduling or working across organisations to gather data.
* Ability to respond to sudden unexpected demands and to adapt quickly to changing priorities.
* Ability to be proactive and plan ahead, to allow for fluctuations in demand.
Qualifications
* NVQ Level 3 in a relevant business or administrative subject, or equivalent level of qualification or significant equivalent previous proven experience in an administrative position.
* 5 GCSE Grade 3 or equivalent including English and Maths.
* Demonstrable evidence of continuing professional development.
Communication
* Ability to communicate effectively and build good relationships with a wide range of stakeholders face to face, by telephone and email.
* Capable of constructing and delivering clear information/ instructions to staff and service users, requiring developed interpersonal, verbal and written communication skills.
* Negotiation and diplomacy skills to arrange meetings across organisations with those at a high level.
* Development of good working relationships with other administrators working in other organisations to develop an effective communication network.
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