Job summary The Black Country ICB is an organisation with strongclinical leadership, and quality assurance processes. The core values of the NHS drive what we do locally, and we rightly have a clear focus on reducing health inequalities and improving health outcomes for all, whilst ensuring a sustainable health service for the long-term. Working as part of a complex system of health of social care it brings together a wider group of partners including Local Authorities, Providers, the Independent Sector and GP practices to develop overarching plans across health, social care and public health. The ICB is looking for two experienced business support administrators to join the team on a permanent contract. The post holders will carry out the day to day running of the Civic Centre Wolverhampton, so that the central office runs effectively and efficiently. This will include telephony, post, deliveries, monitoring of car parking arrangements, maintaining and ordering of stationary and refreshments and printing. The post holder must be willing to undertake various training for example fire warden and optispace administration. This is an office based role and the post holders will be required to work from the Civic office each work day and attend the other place offices when required. As part of the wider corporate team a flexible approach to working across the directorate is important to support ad hoc fluctuations in resource. A parking pass for the civic will be made arranged. Main duties of the job The post holders will provide cover for each other, therefore sickness/annual leave will be covered by each other. The post holderswill undertake reception duties, answering the switchboard calls as first point of call for the ICB. Opening and scanning of incoming post. Ensure staff and visitors comply with signing in and out process, complying with evacuation processes. They will ensure the smooth running of the office facilities and equipment. Ordering and maintain office supplies and undertake desk audits to ensure all desks are fit for work purposes. They will escalate issues to estates, building, H&S, IT communications, post etc. The post holders will manage access to the offices for visitors and staff, ordering ID badges where appropriate. The post holders will also manage the parking requests for Civic Carpark and update ANPR system for Whitmore Hill. The post holders will become superusers for the electronic lockers and Optispace. Important skills and qualities for these roles: Good organisational skills Work on own initiative/good at solution finding Good communicator/listener Willingness to help/support/assist Friendly About us The Black Country Integrated Care Board (ICB) is a statutory NHS organisation responsible for developing a plan for meeting the health needs of 1.26 million people in the Black Country. We manage the NHS budget for Dudley, Sandwell, Walsall and Wolverhampton and are responsible for planning and buying Primary Medical Services (GPs), dental, optometry and pharmacy services. We are part of the Black Country Integrated Care System (ICS), known as Healthier Futures, which is a partnership of organisations working together to bring health and social care services closer together for the good of our communities. We support the ICS vision for a healthier place with healthier people and healthier futures. The ICB has five core values that underpin the way we work and help to guide our actions and the decisions we make for local people and communities. These are compassion, inclusivity, integrity, fairness and trust. We are an equal opportunities employer who actively supports and encourages increasing the diversity of our employees, and welcome applications from people with transferable skills gained through experience across the full range of health and social care settings. We are also a bronze award holder under the Defence Employer Recognition Scheme (ERS). The ERS recognises commitment and support from UK employers for defence personnel. Note: in case of fraudulent activity please ensure you check the sender which will be from bcicb.recruitment.workforcenhs.net Date posted 23 January 2025 Pay scheme Agenda for change Band Band 3 Salary £24,071 to £25,674 a year Contract Permanent Working pattern Part-time, Job share Reference number D9118-25-0004 Job locations Wolverhampton City Council St. Peters Square Wolverhampton WV1 1SH Job description Job responsibilities The post holders will answer the reception option of the ICBs main telephone number, transfer calls to relevant departments and answer queries from external callers. Meet and greet staff/visitors into the offices. Act as first point of contact for the Corporate Operations team resolving routine and non- routine enquiries in a pleasant and helpful manner, signposting the referrer to the relevant person/team/Directorate as appropriate. Using a range of IT tools process documents, letters, presentations, spreadsheets, emails, minutes, trackers and reports when required. Supporting the organisation with meetings or events for the department (including meetings with patients as necessary and undertaking any administrative work as required. This may include management of individual and team diaries. Responsible for sorting of all incoming physical or electronic post and ensure distribution to the relevant departments, and to ensure that all out going documents are registered/recorded appropriately. Communicate with internal and external stakeholders; circulating and requesting information; responding to and dealing with initial queries, escalating to the appropriate person. Manage and maintain effective bring-forward or electronic project systems for correspondence and actions, ensuring deadlines are tracked as appropriate. Update departmental records, spreadsheets, diaries as necessary, keeping systems up to date. Monitor, replenish and order departmental stationery/refreshments or other equipment items, for all ICB sites. Provide agreed levels of support to maintain cover in the absence of other job share administrative staff. Undergo training and become superuser for Optispace and electronic lockers. Maintain and update car parking requests for Civic Centre and Whitmore Hill car parks. Job description Job responsibilities The post holders will answer the reception option of the ICBs main telephone number, transfer calls to relevant departments and answer queries from external callers. Meet and greet staff/visitors into the offices. Act as first point of contact for the Corporate Operations team resolving routine and non- routine enquiries in a pleasant and helpful manner, signposting the referrer to the relevant person/team/Directorate as appropriate. Using a range of IT tools process documents, letters, presentations, spreadsheets, emails, minutes, trackers and reports when required. Supporting the organisation with meetings or events for the department (including meetings with patients as necessary and undertaking any administrative work as required. This may include management of individual and team diaries. Responsible for sorting of all incoming physical or electronic post and ensure distribution to the relevant departments, and to ensure that all out going documents are registered/recorded appropriately. Communicate with internal and external stakeholders; circulating and requesting information; responding to and dealing with initial queries, escalating to the appropriate person. Manage and maintain effective bring-forward or electronic project systems for correspondence and actions, ensuring deadlines are tracked as appropriate. Update departmental records, spreadsheets, diaries as necessary, keeping systems up to date. Monitor, replenish and order departmental stationery/refreshments or other equipment items, for all ICB sites. Provide agreed levels of support to maintain cover in the absence of other job share administrative staff. Undergo training and become superuser for Optispace and electronic lockers. Maintain and update car parking requests for Civic Centre and Whitmore Hill car parks. Person Specification Experience Essential Demonstrable experience of working in an administrative environment and working with computerised data systems Skills and Knowledge Essential Working knowledge of Microsoft Office including Word and Excel standard keyboard skills Knowledge of NHS secretarial/administrative procedures and systems Clear communicator with good writing, data entry and telephone skills Ability to work effectively as part of a team and independently Problem solving skills An ability to maintain confidentiality and trust Qualifications Essential Educated to NVQ 3 level in a relevant subject or equivalent level of qualification or Demonstrable previous equivalent experience Autonomy Essential Able to work on own initiative, organising and prioritising own workload to set deadlines, manages own workload Ability to apply judgement and discretion for own area of work Personal Qualities Essential Understand of and commitment to equality of opportunity and good working relationships Other Requirements Essential Able to work flexibly across the ICB sites Person Specification Experience Essential Demonstrable experience of working in an administrative environment and working with computerised data systems Skills and Knowledge Essential Working knowledge of Microsoft Office including Word and Excel standard keyboard skills Knowledge of NHS secretarial/administrative procedures and systems Clear communicator with good writing, data entry and telephone skills Ability to work effectively as part of a team and independently Problem solving skills An ability to maintain confidentiality and trust Qualifications Essential Educated to NVQ 3 level in a relevant subject or equivalent level of qualification or Demonstrable previous equivalent experience Autonomy Essential Able to work on own initiative, organising and prioritising own workload to set deadlines, manages own workload Ability to apply judgement and discretion for own area of work Personal Qualities Essential Understand of and commitment to equality of opportunity and good working relationships Other Requirements Essential Able to work flexibly across the ICB sites Employer details Employer name Black Country Integrated Care Board Address Wolverhampton City Council St. Peters Square Wolverhampton WV1 1SH Employer's website https://blackcountry.icb.nhs.uk/ (Opens in a new tab)