Job summary The Post holder will support the Local Maternity and Neonatal System transformation programme, through working closely with both the Deputy Director Safety & Quality (Maternity & Neonatology) and the Maternity and Neonatal System Programme Manager as well as colleagues across the system responsible for project delivery under the programme. Main duties of the job The post-holder will support the Deputy Director of Safety and Quality (Maternity & Neonatology), supporting with diary management, minute taking and meeting preparation and will work as part of an administrative team in delivering an effective and comprehensive administrative support service to the LMNS team. About us We are committed to creating an inclusive organisation that promotes and values diversity. We know from experience that different ideas, perspectives and backgrounds create a stronger, more creative workplace that helps us to deliver the best services. We welcome applications which represent the rich diversity of our community; from people of all ages, disabled people, all genders, people from ethnic minority groups, LGBTQ people, people with diverse gender identity and expression, people from all religions and beliefs and other diverse characteristics, and we have processes in place to ensure that all applications are treated fairly and consistently at every stage of the recruitment process. Date posted 03 March 2025 Pay scheme Agenda for change Band Band 4 Salary £26,530 to £29,114 a year Per Year Contract Fixed term Duration 12 months Working pattern Part-time Reference number 461-ICB-6186HB Job locations Bristol, North Somerset and South Gloucestershire ICB 100 Temple Street Bristol BS1 6AG Job description Job responsibilities Provide specialist secretarial/administration support and advice to the LMNS Team and the wider Directorate as required Sort and prioritise incoming e-mails for the LMNS Team, through monitoring each teams shared mailbox and distributing all communications as appropriate and/or directed Manage the teams shared diaries including arranging and changing appointments and prioritising these as appropriate or requested. Supporting the Deputy Director Safety & Quality (Maternity & Neonatology) and the Maternity and Neonatal System Programme Manager to ensure there is sufficient staff cover at all times. Undertake administrative duties such as photocopying and mail-out distributions Prepare agendas, take minutes and distribute notes of meetings Provide administrative support including when appropriate to all team members Ensure all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner Participate in Directorate and ICB events Provide guidance and advice on relevant policies and procedures Support teams to organise events, including inviting attendees and co-ordinating requirements Be aware of, have commitment to and actively promote the principles of Equality, Diversity and Inclusion. Comply with associated legislation and policies Participate in the rota for provision of in-hours Call Support to System Flow meetings, once appropriate training has been received. Once trained, the post-holder will also be eligible to undertake out-of-hours Call Support which will result in additional payment Job description Job responsibilities Provide specialist secretarial/administration support and advice to the LMNS Team and the wider Directorate as required Sort and prioritise incoming e-mails for the LMNS Team, through monitoring each teams shared mailbox and distributing all communications as appropriate and/or directed Manage the teams shared diaries including arranging and changing appointments and prioritising these as appropriate or requested. Supporting the Deputy Director Safety & Quality (Maternity & Neonatology) and the Maternity and Neonatal System Programme Manager to ensure there is sufficient staff cover at all times. Undertake administrative duties such as photocopying and mail-out distributions Prepare agendas, take minutes and distribute notes of meetings Provide administrative support including when appropriate to all team members Ensure all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner Participate in Directorate and ICB events Provide guidance and advice on relevant policies and procedures Support teams to organise events, including inviting attendees and co-ordinating requirements Be aware of, have commitment to and actively promote the principles of Equality, Diversity and Inclusion. Comply with associated legislation and policies Participate in the rota for provision of in-hours Call Support to System Flow meetings, once appropriate training has been received. Once trained, the post-holder will also be eligible to undertake out-of-hours Call Support which will result in additional payment Person Specification Knowledge, Training and Experience Essential Educated to NVQ 3 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. Demonstrable experience in dealing with the public and dealing with sensitive and confidential information. Intermediate knowledge of IT systems and software programmes such as Outlook, Word, Excel, Powerpoint and Access. Understanding of Confidentiality and Data Protection Act. Knowledge of NHS issues Communication skills Essential Clear communicator with excellent writing, data entry and presentation skills: capable of constructing and delivering clear information/ instructions to staff and service users. Ability to work under pressure in a busy working environment and able to multi-task. Effective team working. Desirable Minute taking. Equality and Diversity Essential Understanding of and commitment to the principles of equality diversity and inclusion. Autonomy Essential Ability to work without supervision Able to work on own initiative, organising and prioritising own and others workloads to changing and often tight deadlines. Person Specification Knowledge, Training and Experience Essential Educated to NVQ 3 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. Demonstrable experience in dealing with the public and dealing with sensitive and confidential information. Intermediate knowledge of IT systems and software programmes such as Outlook, Word, Excel, Powerpoint and Access. Understanding of Confidentiality and Data Protection Act. Knowledge of NHS issues Communication skills Essential Clear communicator with excellent writing, data entry and presentation skills: capable of constructing and delivering clear information/ instructions to staff and service users. Ability to work under pressure in a busy working environment and able to multi-task. Effective team working. Desirable Minute taking. Equality and Diversity Essential Understanding of and commitment to the principles of equality diversity and inclusion. Autonomy Essential Ability to work without supervision Able to work on own initiative, organising and prioritising own and others workloads to changing and often tight deadlines. 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 details Employer name NHS Bristol, North Somerset and South Gloucestershire Integrated Care Board Address Bristol, North Somerset and South Gloucestershire ICB 100 Temple Street Bristol BS1 6AG Employer's website https://bnssg.icb.nhs.uk/ (Opens in a new tab)