ROLE PURPOSE / SUMMARY The Mid and South Essex Integrated Care System will comprise the Integrated Care Board (ICB), which is the statutory body for the NHS, and the Integrated Care Partnership (ICP), which is a Joint Committee, and brings together key health, care, community and voluntary sector organisations across the area. The ICS has a bold ambition to deliver improved outcomes for our 1.2m population through our four Alliances, and we are placing clinical and professional leadership and the voice of our residents at the heart of realizing this ambition. The aim of the Corporate Services Office is to: Provide leadership, direction & drive to ensure that system resources are used to best effect and deliver a better life for our residents. The Corporate Services Office will ensure that strong corporate governance enables timely and sound decision making, create effective systems of assurance and upholds standards of business conduct which adhere to the Nolan principles. The Corporate Services Office will establish and maintain internal resources, processes and disciplines that reflect the Chief Executives duties and responsibilities and allow the Board to operate successfully. It will support and enable effective communication between Board members. The post holder will be responsible for the effective and smooth running of the ICB headquarters/facilities, ensuring that access to the building is secure and providing a pleasant environment for staff. This will involve management of the receptionist and ensuring that effective systems are in place. COMPETENCY BASED KEY DELIVERABLES To develop and manage local systems for effective administration including diary management, post, emails, telephone, and other communications ensuring effective, timely response and actions Coordinate corporate diaries, calendars, and meetings for Board members Responsible for decisions made during duties, seeking guidance and escalating issues where appropriate to the Business Manager Assist with the delivery of project plans and workstreams, as directed by line manager and raising any issues with delivery to line manager Responsible for the monitoring of one or more budgets and processing of invoices Seeks best value for money within own area of work Line management of the HQ receptionist and ensuring that the reception desk is covered during opening times Manage relevant processes in support of HQ responsibilities including: - Responsible for the co-ordination of Health & Safety assessments and ensuring that up to date records are held locall - Ensure systems in place with regards to health and safety including Fire Marshals/First Aid - Working in partnership with the Estates Lead ensure that relevant policies/procedures are in place and escalation of corporate estates issues - Using judgement to ensure correct reporting of Facilities Management issues to NHSPS. Following through issues and ensuring completion - Photocopiers - to manage day to day issues with receptionists including raising invoices with Finance where partner organisations are to be re-charged for use of the devices (printing/scanning/copying) based on system reports; Ensure toners and waste toner boxes are changed and disposed of - Liaising with the landlord to ensure appropriate and secure access to the building for staff and visitors including car park passes and ID badges/security fobs - Ensure an effective system in place to manage hot desk bookings and IT support for hot desks, keeping up to date safe inventory, taking room bookings - Ensure an effective system in place to manage room bookings for meetings or training. Acting as a point of contact for queries relating to issues within the room, e.g., equipment and facilities - Act as an escalation point for contentious/difficult telephone calls received through main public ICB telephone lines - Ensure effective systems in place to handle with incoming and outgoing post - Produce manuals for each site and implement annual review and updates as required - Ensure effective systems are in place for manager to order stationery and stock and check deliveries - Undertake a project to ensure the medium to long term use of corporate facilities, including meeting room usage, to ensure full utilisation