NHS South Yorkshire Integrated Care Board
The post will provide comprehensive and highly professional senior programme administration to the Place Executive Director and Senior Management Team. Ensure working practices are maintained within the ICB's agreed methodology in the completion of documentation, information collation, reporting and the scheduling and maintenance of meetings and workshops.
The post holder will be highly flexible and must demonstrate excellent organisational and secretarial skills and have the ability to work independently, managing highly sensitive and confidential information, using discretion and judgement.
The post holder will be the first point of contact for the Sheffield Place Senior Leadership Team for all communication both from internal and external sources/partners including non-NHS organisations.
If you have used any Artificial Intelligence (AI) programmes, such as ChatGPT, to support your application, please declare this at the start of your supporting statement.
Interview date: TBC
Main duties of the job
The Post holder will:
* Lead and oversee the organisation and running of the Place Executive Director's Office including line management of the Place Administration team.
* Provide personal assistant support; diary management, travel arrangements and travel budget management, and business support; developing papers for committees and boards with and on behalf of the Senior Leadership team, monitoring the progress of various projects/business cases.
* Organise and manage documentation for meetings and events, including preparation of agendas and minutes of meetings, tracking actions and timeframes as appropriate. Attend and minute Board and Committee level meetings.
* Ensure all attendees have been briefed and have the required documentation for all meetings/events.
* Act as administration lead for all incoming issues to the Senior Leadership and teams mailbox, dealing with these appropriately and in a timely manner.
* Be the contact point for the team, dealing with and responding effectively to complex queries from stakeholders and passing on relevant information to appropriate team members sensitively and autonomously. Ensure appropriate and timely responses to all relevant correspondence.
About us
NHS South Yorkshire Integrated Care Board oversees health and social care for a population of 1.4m people. Working through our 4 places, Barnsley, Doncaster, Rotherham, and Sheffield, we are building on the strengths, capacity and knowledge of all those directly involved with our local communities to deliver our four key aims of Improving outcomes in population health and healthcare; Tackling inequalities in outcomes, experience and access; Enhancing productivity and value for money; and Helping the NHS support broader social and economic development.
Our near 1,000 staff are committed to addressing the broader health, public health, and social care needs of the population across South Yorkshire through our values of One Team, Empowered and Innovative. We work as a key partner with the Integrated Care Partnership (ICP) of health and care providers within the South Yorkshire Integrated Care System (ICS) to collectively deliver health and care services that meet the needs of the local population.
Job responsibilities
* Corresponding to complex and sensitive information and issues, including briefings and reports to the Place Executive Director and Senior Leaders Team as appropriate.
* Organise and produce reports, papers, presentations, and other similar documentation in accordance with organisational timeframes.
* Effectively manage electronic diaries for the Place Executive Director and Senior Leadership team exercising judgement and identifying priorities.
* Support team members to understand their individual priorities and work requirements.
* Understand, highlight, and document activities risks, issues and actions, ensuring early identification and proactive mitigation where possible, and ensuring concerns are escalated promptly.
* Undertake other duties as deemed appropriate to the role which may include cover arrangements for the formal Board and Committee meetings that will include minute taking/meeting admin management.
* Be required to travel across SY ICB as required to attend meetings as delegated by the Senior Leadership team.
Communication and relationships
* Act as a contact point for teams, dealing with and responding effectively to complex queries from stakeholders.
* Ensure appropriate and timely responses to all relevant correspondence.
* Draft routine responses and ensure that all correspondence is accurate and delivered in a timely manner.
* Communicate complex and sensitive information and issues, including briefings and reports to managers and project leads as appropriate.
* Act as administration lead for all incoming issues to Senior Managers and teams mailbox, dealing with these appropriately and in a timely manner.
Person Specification
Qualifications
* Educated to degree level or equivalent in relevant subject or equivalent level of experience of working at a similar level in specialist area such as senior administration.
Knowledge and Understanding
* Significant administrative/secretarial experience working in a large/busy team and with Director level stakeholders.
* Demonstrable experience dealing with sensitive and confidential information.
* Advanced knowledge of Microsoft software applications (Outlook, Word, Excel and PowerPoint etc.)
* Understanding of project management principles and/or experience working in a project environment.
Skills and Competencies
* Advanced keyboard skills.
* Excellent planning and organising capabilities, with exceptional attention to detail.
* Good problem-solving skills.
* Excellent interpersonal and oral/written communication skills.
Employer name
NHS South Yorkshire Integrated Care Board
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