NHS Cheshire and Merseyside Integrated Care Board
An exciting opportunity has arisen to be part of the ICB Medicines Management Team in Wirral Place. The post holder will work as part of the team to support in delivering the objectives of the function.
This is an opportunity to be involved in an evolving function within the ICB. We are looking for an enthusiastic, highly motivated, and organised individual to join our friendly and welcoming team.
The successful applicant will be able to demonstrate a 'can do' attitude and ability to 'own' their portfolio and have ambition to deliver professional outcomes. You will need to be able to work well under pressure, be responsive to fast-moving deadlines, and work as part of the team. The successful applicants will also have strong communication skills.
Main duties of the job
* Supporting the Medicines Management Team and wider internal customers by providing a comprehensive, efficient, and professional administrative service.
* Providing administrative support to designated members of the Medicines Management Team.
* Ensuring high-level administration support is provided through the production of high-quality, detailed minutes, and meetings are recorded appropriately and actions are followed up with deadlines.
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 and Wirral Place.
* 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 to initiate appropriate action.
* Routine office support as required.
* Support the processing of Freedom of Information Requests and Subject Access Requests as 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 log 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, and follow up as necessary.
* Assist the Chair in developing and preparing the agendas for the ICB/committee and other meetings.
* 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 and maintain an 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 Team.
* Co-ordinate Medicines Management meetings, including arranging venues, drafting agendas, 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 Team.
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
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