NHS Coventry & Warwickshire Integrated Care Board
Coventry & Warwickshire ICB is seeking a highly motivated and enthusiastic individual to provide administrative duties including organizing events, preparing papers, coordinating slides, managing action trackers, and maintaining risk registers. The postholder will work jointly across the performance and elective teams and must be flexible, capable of working to tight deadlines, managing multiple concurrent tasks, and prioritizing their responsibilities.
The postholder will be required to provide high-quality, comprehensive administrative support to the team using excellent communication, organizational, and IT skills. They should be able to work independently, using discretion, judgment, and critical analysis where appropriate.
We are looking to recruit a highly organized individual who is proficient in a range of software programs such as Microsoft Office including Excel, Outlook, PowerPoint, and Word. It is vital that the successful candidate has advanced typing skills, excellent attention to detail, and can cope well under pressure.
Main duties of the job
The postholder will provide administrative support for the Planning, Performance and Assurance, and the Elective Care Teams. They will act as a point of contact for the department, dealing with routine and specialist enquiries in a pleasant and helpful manner, communicating relevant information to stakeholders, referring to others as appropriate.
The postholder will administer senior meetings with NHS England and other stakeholders, as well as support the annual planning process by collating documentation, maintaining distribution lists, and liaising with other directorates within the ICB.
Job responsibilities
Key Duties and Responsibilities
1. Provide administrative support for the Planning, Performance and Assurance, and the Elective Care Teams.
2. Act as a point of contact for the department, dealing with routine and specialist enquiries.
3. Maintain a high standard of written and auditable records.
4. Support the implementation, delivery, and evaluation of projects.
5. Plan and develop processes for gathering, analyzing, interpreting, and presenting data for routine reports.
6. Provide administrative support to quarterly System Review Meetings and Provider Review Meetings.
7. Support the Planning Office in collating documentation and maintaining distribution lists.
Communication and Relationship
Support the wider team in arranging and changing appointments. Ensure all urgent and/or confidential communications are received and distributed in a timely manner. Act as a point of contact for the team, dealing effectively with complex queries from stakeholders.
Information Resources
Input, monitor, and check data to support project work. Develop and maintain effective electronic filing systems.
Planning and Organizing
Organize and plan events including board meetings. Prepare agendas, take notes, and distribute papers.
Policy and Service Development Implementation
Support teams in project management and participate in events.
Financial and Physical Resources
Collate relevant information required for financial management of the team.
General/Other:
Able to work on own initiative and unsupervised, within defined policies and procedures. The postholder will take responsibility for personal and professional development.
Person Specification
Knowledge
* Educated to NVQ 4 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.
* IT certificate or equivalent experience, skills, and knowledge of databases & Microsoft Office suite.
* Understanding of Confidentiality and Data Protection Act.
* Understanding of Caldicott principle and information governance.
Experience
* A proven record of achievement in terms of service improvements.
* Experience of successfully operating in a sensitive environment.
* Experience of reviewing & improving administrative processes.
* Experience of reviewing dashboards to determine performance trends.
* Experience of protocol/policy development.
* Experience of working to targets and deadlines.
* Experience of planning and diary management.
* Experience of managing a wide range of administrative procedures.
* Experience of project management support and information analysis.
* Demonstrable experience of working in an administrative environment.
Skills
* Ability to prepare and produce concise yet insightful communications.
* Able to work and communicate effectively with people at all levels.
* Excellent verbal and written communication skills.
* Ability to build and manage relationships.
* Problem-solving skills and ability to respond to sudden unexpected demands.
* High level of keyboard skills.
* Ability to work effectively as part of a team.
* Must be able to prioritize own work effectively.
* Strong attention to detail.
Other
* Used to working in a busy environment.
* Willing to engage with and learn from peers, other professionals, and colleagues.
* Ability to maintain confidentiality and trust.
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.
Employer name
NHS Coventry & Warwickshire Integrated Care Board
Planning, Performance & Assurance Support Manager
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