Open only to applicants from Hampshire & Isle of Wight NHS system, which is limited to NHS Hampshire and Isle of Wight, Hampshire and Isle of Wight Healthcare NHS Foundation Trust, Portsmouth Hospitals University NHS Trust, Isle of Wight NHS Trust, University Hospital Southampton Foundation Trust, South Central Ambulance Service or Hampshire Hospitals Foundation Trust.
Please note this organisation does not hold a sponsorship licence, we regret to inform you that we are unable to consider applications from individuals who require sponsorship.
Highly motivated and enthusiastic individual to provide administrative services for the management of the System Coordination Centre and System Resilience Team.
Providing complex support to carry out the administrative function of the System Coordination Centre, working with team members, wider ICB colleagues, system partners and NHSE to achieve this.
This role will require the successful applicant to work 5 days over a 7 day period on a rota basis.
Main duties of the job
Acting autonomously as a point of contact for the SCC and functions, addressing complex queries from stakeholders and escalating relevant information to appropriate team members sensitively.
Working together with other administrators/PAs to provide an effective network of communication.
Supporting the team to gather data from various sources into accessible reports.
The provision of high quality, stakeholder focused services to support the coordination and delivery of key events and meetings.
Providing complex programme support including, gathering, interpreting and integrating data information from various sources internally and externally, supporting the development and monitoring of transformation programmes and any underlying work streams or projects.
Ensuring all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner.
Maintaining effective electronic filing systems, ensuring information is kept securely and is accessible to the team.
Supporting stakeholders, ensuring they have every opportunity to deliver their actions in a timely way.
Working autonomously to coordinate preparation of events and meetings, including identifying locations, and facilities, establishing Agendas, Action Logs and Minutes.
The role will also support with the creation and dissemination of communication and engagement resources across HIOW. They will engage with a wide range of stakeholders.
About us
We offer excellent employment opportunities to new and existing staff. We aim to be a model employer by embedding best HR practice and to support new ways of working.
We pride ourselves on offering good working conditions, job security, lifelong learning, fair pay and benefits, staff involvement and a balance between work and personal life.
We enjoy a forward thinking and innovative culture and our vision is to have healthy people, living healthy lives in healthy communities. We understand the only way to deliver this is to have the right people with the right skills.
Here is a summary of some of the benefits and services which are on offer to staff:
27 days paid minimum holiday and bank holiday entitlement
Sick pay policy
Occupational health services including staff counselling services
Flexible working and family friendly policies
Flexible retirement and retirement vouchers
Successful candidates will be subject to a six-month probationary period.
Job responsibilities
The post holder will be required to:Operate effectively in a flexible and demanding environment and proactively engage with NHS staff and internal/ external stakeholders working on a variety of topics related to your role.Nurture key relationships and maintain networks internally and externally.Commit to working and engaging constructively with internal and external stakeholders on a range of business sensitive and contentious issues.Link with managers and members of other functions, to address interdependencies and ensure alignment.Work with members of the Team to support delivery of work.Communicate information and issues, including briefings and reports, to job manager as appropriate.
The job description and person specification are an outline of the tasks, responsibilities and outcomes required of the role; the job holder will carry out any other duties as may reasonably be required.The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the Department and the Organisation.
Person Specification
Qualifications
* Educated to Diploma 3 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.
Knowledge and Experience
* Significant administrative/ secretarial experience including initiating and maintaining office systems.
* Demonstrable experience in dealing with sensitive and confidential information.
* Intermediate knowledge of IT systems and software programmes such as Outlook, Word, Excel, PowerPoint and Access.
* Understanding of Confidentiality and Data Protection Act.
Skills and abilities
* Clear communicator with excellent writing, data entry and presentation skills: capable of constructing and delivering clear information/ instructions.
* Ability to work autonomously, under pressure in a busy working environment, with ability to multi-task.
* Effective team working.
* Minute taking.
* Ability to maintain confidentiality and trust.
* Ability to use PC, keyboard and mouse on a frequent basis.
* Ability to concentrate whilst dealing with frequent interruptions on a regular basis.
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.
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