Job summary To oversee and deliver an effective and competent level of administration and consistently ensure a "client-focused" service which promotes good customer service and effective working relationships. The post holder will oversee the accurate and timely inputting and maintaining of data on data systems, together with the associated correspondence, ensuring standard operating procedures are applied within the team. Main duties of the job Provide specialist secretarial/administration support and advice to the team and provided day to day supervision of the administration team performance, as directed by Line Manager. Act as a point of contact for the department, dealing with routine and specialist enquiries in a pleasant and helpful manner, communicating relevant information to stakeholders, referring to others as Delegate work to ensure that the administration team processes are followed in an accurate and timely Ensure standard operating procedures are applied within the team Support teams to ensure that the portfolio of task's/projects is planned, managed and delivered effectively To support clinical brokerage function in the setting up of care packages, as required Deal with invoice queries in an efficient and timely manner, as required To use Audio equipment to transcribe dictated documents, as required To supervise the team and ensure that all supervision duties are carried out and recorded on the relevant systems in line with internal policies and procedures e.g. sickness reporting, appraisals, annual leave, as required and supported by the line About us NHS Coventry and Warwickshire ICB is responsible for planning, organising and buying NHS-funded healthcare for people in the Coventry and Warwickshire areas. Our organisation is committed to improving the lives of the wider population by investing in our workforces, collaborativeworking and aligned processes. Benefits include:o Access to Occupational Health Serviceso Childcare Vouchers Scheme (existing members only)o Generous Holiday Entitlement which increases with Serviceo Defined Benefit Pension schemeo Employee Assistance Programme (Offers Counselling, Financial, Legal, Health and Wellbeing Services)o Flexible Working Arrangementso Long Service Reward Schemeo NHS Discounts (available online and in-store)o Occupational Maternity and Paternity Payo Occupational Sick Payo Study Leave Date posted 21 February 2025 Pay scheme Agenda for change Band Band 4 Salary £26,530 to £29,114 a year pa Contract Permanent Working pattern Full-time Reference number 105-6992668 Job locations Parkside House Quinton Road Coventry CV1 2NJ Job description Job responsibilities Provide specialist secretarial/administration support and advice to the team and provided day to day supervision of the administration team performance, as directed by Line Act as a point of contact for the department, dealing with routine and specialist enquiries in a pleasant and helpful manner, communicating relevant information to stakeholders, referring to others as Delegate work to ensure that the administration team processes are followed in an accurate and timely Ensure standard operating procedures are applied within the team Support teams to ensure that the portfolio of tasks/projects is planned, managed and delivered effectively To support clinical function in the setting up of care packages, as required Deal with invoice queries in an efficient and timely manner, as required To supervise the team and ensure that all supervision duties are carried out and recorded on the relevant systems in line with internal policies and procedures e.g. sickness reporting, appraisals, annual leave, as required and supported by the line Ensure that all complaints, comments and suggestions are dealt with appropriately, in accordance with policy, resolving where possible and escalating to line manager when appropriate and acting as first line of support to interested parties To support in the development across the organisation in the personalisation agenda and to support the pathway delivery for Personal Health Budgets within NHS Continuing Inputting into, monitoring and printing reports from computerised Responsible for organising meetings for the department, minute taking, calendar management and planning any administrative work as required. Demonstrate office systems and department requirements to new starters Have a flexible/adaptable approach to their work in order to meet various deadlines. Job description Job responsibilities Provide specialist secretarial/administration support and advice to the team and provided day to day supervision of the administration team performance, as directed by Line Act as a point of contact for the department, dealing with routine and specialist enquiries in a pleasant and helpful manner, communicating relevant information to stakeholders, referring to others as Delegate work to ensure that the administration team processes are followed in an accurate and timely Ensure standard operating procedures are applied within the team Support teams to ensure that the portfolio of tasks/projects is planned, managed and delivered effectively To support clinical function in the setting up of care packages, as required Deal with invoice queries in an efficient and timely manner, as required To supervise the team and ensure that all supervision duties are carried out and recorded on the relevant systems in line with internal policies and procedures e.g. sickness reporting, appraisals, annual leave, as required and supported by the line Ensure that all complaints, comments and suggestions are dealt with appropriately, in accordance with policy, resolving where possible and escalating to line manager when appropriate and acting as first line of support to interested parties To support in the development across the organisation in the personalisation agenda and to support the pathway delivery for Personal Health Budgets within NHS Continuing Inputting into, monitoring and printing reports from computerised Responsible for organising meetings for the department, minute taking, calendar management and planning any administrative work as required. Demonstrate office systems and department requirements to new starters Have a flexible/adaptable approach to their work in order to meet various deadlines. Person Specification Essential Essential Educated to NVQ 3 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience. Ability to delegate task to ensure timely and accurate delivery of service Demonstrable experience of working in an administrative environment and working with computerised data systems Desirable Experience of working in a health care environment Awareness of a range of Health Services provisions Person Specification Essential Essential Educated to NVQ 3 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience. Ability to delegate task to ensure timely and accurate delivery of service Demonstrable experience of working in an administrative environment and working with computerised data systems Desirable Experience of working in a health care environment Awareness of a range of Health Services provisions 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 Coventry & Warwickshire Integrated Care Board Address Parkside House Quinton Road Coventry CV1 2NJ Employer's website https://www.happyhealthylives.uk/integrated-care-board/ (Opens in a new tab)