Job summary
There is an exciting opportunity forindividuals within the Somerset health and care system to come and joinSomerset System Coordination Centre (SCC).
We have a hour vacancywhich can be flexible for a job share, should the right applicants wish.Working will be over a 7-day operating model including unsocial hours to Rota is currently working 4 long days with 3 days off including workingweekends, with no night shifts.
In this role, you will be at theheart of system working, to support the management of operational pressuresacross the Somerset Integrated Care System (ICS), where every day will bedifferent. The role means that you get to experience verity in the NHS talkingto all providers in the Somerset system, therefore experience of the NHS and anunderstanding of the NHS priorities and pressures is essential.
The SCC service is a 7-day function for escalation, to support theSomerset ICS in managing System wide live operational pressures, surge andescalation oversight and reduction of clinical risk to service users. We liaiseregularly with system partners such as Acute, ambulance, community, mentalhealth, primary care providers, and social care services to ensure they haverobust plans, assurance, and escalation strategies to effectively providepatient flow and safety.
We are keen to hear from allapplicants with a variety of backgrounds in the NHS that feel that they canwork as part this new and dynamic team.
Main duties of the job
As the SCC Support Officer you willprovide a full range of coordination, administrative, clerical and data entrysupport to the SCC Team. You will act as an initial point of contact forenquiries regarding the SCC. The role will include provision of administrativesupport in the tracking of data collections and assurance returns; processingof communications cascade; arranging meetings, developing agendas, andproducing minutes/action notes. You will be involved in maintainingour core SCC records and systems.
You will work closelywith the SCC Lead on ensuring the effective delivery of the SCC function. Thiswill require you to be confident in working autonomously to manageinteractions through the SCC, whilst recognising when to escalate for supportfrom the wider SCC or EPRR team.
You will be pivotal inensuring SCC processes are maintained, reviewed where necessary and ultimatelyeffective.
About us
NHS SomersetIntegrated Care Board (ICB), known as NHS Somerset is the statutory NHSorganisation responsible for implementing a health and care strategy developedby the Integrated Care Partnership.
NHSSomerset consists of approx. 360 staff, across 8 directorates, with multipleteams within each directorate.
Weencourage applications from people of all backgrounds and welcome applicationsfrom underrepresented groups. When recruiting, we are committed to equality ofopportunity for all. We believe that the best organisations are those thatreflect the communities they serve.
Weoffer flexible working from your first day of employment and we also have anagile approach to home / office-based working. Please note however, that youwill be required to work from our HQ, Wynford House in Yeovil for 2/3 days perweek and that elements of the role may require you to travel to other locationsacross Somerset, to attend in-person meetings and meet the needs of theservice. Please consider this before applying.
JobShare and Secondment opportunities will be considered. If you are seeking an internal or external secondment, please seekadvice from your HR team and you must also obtain your current linemanager's permission to be released on secondment before applying, to avoiddisappointment.
Wealso offer an excellent pension scheme and generous annual leave entitlement.
Pleaseread the attached documents / visit the links listed before applying.
Thankyou for your interest.
Job description
Job responsibilities
Purpose of the role
The SCC Support Officer will provide a fullrange of coordination, administrative, clerical and data entry support to theSCC Team. They will act as an initial point of contact for enquiries regardingthe SCC. The role will include provision of administrative support in thetracking of data collections and assurance returns; processing ofcommunications cascade; arranging meetings, developing agendas, and producingminutes/action notes. The post holder will be involved in maintaining our coreSCC records and systems.
The postholder will work closely with the SCC Leadon ensuring the effective delivery of the SCC function. This will require thepostholder to be confident in working autonomously to manage interactionsthrough the SCC, whilst recognising when to escalate for support from the widerSCC or EPRR team.
The postholder will be pivotal in ensuring SCCprocesses are maintained, reviewed where necessary and ultimately effective.The SCC provides a 7-day a week functional point of contact within the ICBfrom our providers, partners, and NHS England, in relation to operationaldelivery. This includes the tracking and delivery of urgent data collectionsand assurance returns, and frequent cascades of important for information andfor action communications.
Key responsibilities ofthe role
The post holder will beresponsible for providing high quality administrative and coordination supportto the SCC team.
Key responsibilities willinclude:
Planning and Organising
Management of the System Coordination Centre inbox.
Coordination of data collections and assurancereturns.
Receiving telephone calls and email enquiries andusing own initiative to process these, finding resolutions where applicable andescalating when appropriate.
Acting as the first point of contact for the SCC Team.
Maintenance and review of SCC processes anddocumentation.
Support, monitor and report on project activities.
Provide support in the writing and finalising ofpapers, briefs, and communication pieces.
Arranging meetings and appointments via the calendarsystem with both external and internal personnel.
Support workshop and event planning, includingcontent, ensuring that project teams are fully prepared for meetings withsupporting paperwork and information.
Co-ordinate speakers, distribute agendas, papers, andminutes for meetings as appropriate.
Book venues, catering and equipment for events,setting up rooms as necessary.
Provide administrative support to the team asrequired, including taking minutes or notes of meetings.
Contribute to the strategic planning of teamactivities, identifying interdependencies, and potential impacts on widerorganisation, resource requirements and building in contingency and adjustmentsas necessary.
Contribute to short, medium and long-term businessplans.
Communication
The post holder will need to work closely withkey stakeholders within Somerset ICS including ICB colleagues, clinicians andother colleagues from provider organisations, public health, county council,district councils amongst others.
Support collaborative working across health andsocial care organisations within Somerset including the third sector andpatient and public representative organisations and groups.
To work in close collaboration with othermanagers in the organisation to ensure good alignment of commissioningactivities.
Work closely with Patient Safety Partners toensure the voice of the person is heard in delivery of our Patient SafetyStrategy.
Planningand Organisation
Deliveragainst organisational objectives, achieving quality outcomes, prioritising ownworkload, and working to tight deadlines.
Supportand inform teams on the targeting of resources, monitoring, implementing,evaluating and delivery of plans by providing sophisticated, high-qualityinformation and analysis.
Continuallystrive for delivering project/function outcomes, value for money and greaterefficiency.
Freedomto Act
To use your owninitiate and act independently regarding management of diaries, travelarrangements, and make appropriate decisions taking financial and logisticalconsiderations into account.
To take forwardspecific project issues and actions.
To assess and evaluatepriorities to meet changes in demand.
To work unsupervisedand without direction on occasion, whilst recognising the need to refer toothers for support/guidance when required.
WorkingConditions/ Effort
Extensive VDU use.
Light physical effort may be required to move/carry stationery, transport material to meetings.
Will have period ofintense concentration, particularly when transcribing minutes. Must be able tomanage frequent interruptions.
Occasionally a flexibletime management approach is needed to respond to urgent needs of the team andservice.
To be able to workindependently and able to prioritise own workload.
Person Specification
Experience
Essential
1. Proven experience of working within administration
2. Proven experience of working in a busy office/administration environment
3. Experience of:
4. Previous experience in similar role in a healthcare or public sector environment.
5. Experience of complex diary management/ management and facilitation of large-scale complex meetings.
6. Previous experience working in an EPRR or operational management setting.
7. Experience of undertaking complex minute taking/secretariat for formal meetings.
Knowledge & Skills
Essential
8. Knowledge of administrative procedures, project management, and information analysis.
9. Demonstrating experience of dealing with a wide range of stakeholders and providing information and advice.
10. Previous demonstrable experience of data collection, presentation and report writing.
11. Ability to work on own initiative and organise own workload with minimal supervision working to tight and often changing timescales.
12. Good understanding of the demands of a busy NHS senior management team.
13. Ability and willingness to handle confidential information without compromising confidentiality or trust.
14. Able to deal with challenging people and to cope with confidential and sensitive information.
15. Good financial and numerical skills.
16. Methodical approach and attention to detail.
17. Advanced keyboard skills, use of a range of software.
18. Professional calm and efficient manner.
19. Well-developed interpersonal and oral/written communication skills.
20. Flexible and to adaptable to changing and challenging
21. circumstances.
22. Works well with others, is positive and helpful, listens, involves, respects and learns from the contribution of others
Personal Statement / Motivation for Applying
Essential
23. Please use this section to explain how you meet the additional criteria in the Personal Specification including your reasons and motivation for applying.
Qualifications
Essential
24. Educated to a degree level or equivalent qualification or level of experience.
25. Demonstrable evidence of continuing professional development
Desirable
26. Project Management qualification.