Job summary
Highly motivated and enthusiastic individual to provide and coordinate administrative and secretarial services; including for example, the preparation of agendas and minutes, taking appropriate follow-up action as required. Supporting the team with the management of projects, gathering information and undertaking enquires as and when is necessary for the head of department, teams and the department.
Main duties of the job
This role is essential in maintaining the day to day work in the ABI (acquired brain injury) and CCC (children continuing care) spaces within AACC (all age continuing care). The successful candidate will be responsible for undertaking tasks associated with acquired brain injury and complex children.
About us
BSW ICB is a statutory body which brings together NHS organisations with local authorities and other partners to work to improve population health and establish shared strategic priorities. The ICB oversees how money is spent and makes sure that health services work well and are of high quality. It brings together hospitals, primary care, local councils, hospices, voluntary community and social enterprise (VCSE) organisations and Health watch partners in our local places, Bath and North East Somerset, Swindon and Wiltshire.
BSW ICB is part of BSW Together Integrated Care System (ICS), which is made up of NHS and local authority organisations working together. The five core pillars of BSW Together are: Leadership, Learning, Inclusion, Innovation, and Improvement. As an ICS, BSW Together has four key purposes to: improve outcomes in population health and healthcare; tackle inequalities in outcomes; experience and access enhance productivity and value for money; and support broader social and economic development.
The BSW ICB embraces a flexible, hybrid work model that allows its dedicated staff to operate both from home and within the office.
Job description
Job responsibilities
To work as a member of the CYP and ABI Team, act as a point of contact for the Service Team and to provide comprehensive and confidential administrative and secretarial support relating to successful service delivery. The post holder will liaise with other administrators and clinicians to provide secretarial and administrative support.
Taking telephone calls for the department when out of the office and expected to use their initiative to deal with phone calls and messages.
Support the day-to-day running of the CYP administration office and to act as a point of contact for queries and passing on relevant information to appropriate team members sensitively and autonomously.
Sorting and prioritising all incoming mail and e-mail, distributing as appropriate.
Managing the electronic diary for the department, including arranging and changing appointments, prioritising these as appropriate.
Undertaking administrative duties such as photocopying, faxing and mail-out distributions.
Ensuring all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner.
Organising and planning events as necessary supporting information material.
Supporting teams in project management and participating in department events.
Inputting, monitoring and checking data, required for finite and ongoing projects within the teams. Keep and maintain accurate patient records in accordance with ICB policy, and ensure information provided for these patients and their carers is accurate, adheres to current guidelines, and is timely and easily accessible.
To exercise personal initiative in dealing with enquiries for information from other departments with the multi-disciplinary service, acute hospital or outside agency.
Ensure strict confidentiality of patient identifiable information at all times.
Working with all team members in the collection of information for performance reporting on relevant team projects
Supplying the relevant information required for financial management, supporting the head of department and teams by checking and sending invoices for payment. Ordering stationery as required.
Running and collating reports which may include reports to the Board and senior management as required.
Developing and maintaining effective electronic and paper filing systems, to ensure that information is kept securely and is accessible to other members of the team.
Preparing agendas, taking minutes and distributing notes of meetings including typing up of group discussions and interviews as necessary.
To provide administrative support including when appropriate to all team members to support a range of department initiatives, also cover for duties during absence/annual leave and when requested.
Working together with other administrators/PAs within the ICB to provide an effective network of communication including dealing with visitors to the base and being flexible to cover other administrators general duties on the base.
Providing guidance and advice on relevant policies and procedures.
Participate in Research and Development activities as directed.
To carry out other appropriate delegated duties as required.
Person Specification
Knowledge, Training and Experience
Essential
1. Educated to NVQ 3 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.
2. Significant administrative/ secretarial experience including initiating and maintaining office systems.
3. Demonstrable experience in dealing with the public and dealing with sensitive and confidential information.
4. Intermediate knowledge of IT systems and software programmes such as Outlook, Word, Excel, Powerpoint and Access.
5. Understanding of Confidentiality and Data Protection Act.
6. Knowledge of NHS issues.
Desirable
7. An understanding of local services that can support CYP & families with SEN
Communication skills
Essential
8. Clear communicator with excellent writing, data entry and presentation skills: capable of constructing and delivering clear information/ instructions to colleagues and service users.
9. Ability to work under pressure in a busy working environment and able to multi-task.
10. Effective team working.
Desirable
11. Minute taking.