Job summary NHS Shropshire, Telford & Wrekin ICB are currently looking for a motivated and experienced Administrator to join the NHS Shropshire, Telford & Wrekin Health Inequalities Team. This is a fantastic opportunity for anyone looking to develop their administrative skills whilst directly supporting the successful delivery of objectives and activities relating to the ICBs core function of tackling inequalities in outcomes, experience and access. The NHS Shropshire, Telford & Wrekin ICB Health Inequalities Team are responsible for driving forward, facilitating and having oversight of change in relation to our Healthcare Inequality and Greener NHS Agendas. Our role as a system convenor is to enable the system, through our strategic function, to collaboratively reduce inequalities in access, experience and outcomes from healthcare services in partnership with our broader ICS system partners. We act as ambassadors for change,focused on ensuring that the outcomes of under-represented communities in Shropshire, Telford & Wrekin are at the very centre of local strategy, commissioning and service delivery. Main duties of the job The post holder will have proven experience of providing administrative or secretarial support in a professional setting and will value strong team dynamics for the purpose of achieving collective objectives. They will be expected to be highly motivated and able to work on their own initiative, organise their own workload and work to often tight and dynamic timescales. The role will require collaborative working with a wide range of key stakeholders from across the Integrated Care System (ICS) and a high degree of computer literacy, including comprehensive knowledge of Microsoft Office applications. The post holder should be a highly effective organiser, able to work under pressure at times and demonstrate good team player skills. About us The NHS is the biggest employer in Europe which is full of challenges and opportunities The ICB recognises the need for its workforce to represent the diversity of the population it serves and seeks to create an environment where diversity is celebrated and inclusivity matters. We are also keen to break down any barriers into the NHS, and would encourage applications from under-represented groups, including those from BME communities and disability groups. In addition to a competitive salary, you will benefit from access to the generous NHS Pension Scheme as well of plenty of NHS exclusive discounts too. Our Values and Behaviours We embody compassion, respect, drive, and integrity in our unique role within the STW health and care system. We value diverse contributions, drawing on the expertise and experience of local people, staff and partners, alongside high-quality intelligence to serve our communities effectively. Date posted 21 February 2025 Pay scheme Agenda for change Band Band 3 Salary £24,071 to £25,674 a year per annum Contract Permanent Working pattern Full-time Reference number 942-ICB-7024681 Job locations Wellington Civic Offices Larkin Way, Tan Bank Wellington, Telford TF1 1LX Job description Job responsibilities To provide efficient and effective administrative support to the ICB Health Inequalities Team during day to day business. To monitor and manage the team inboxes in MS Outlook, ensuring incoming e-mail is dealt with or appropriately redirected in a timely manner, or to co-ordinate responses/actions from others, indicating clearly any deadlines or instructions as necessary to facilitate timely resolution and prioritisation. To ensure all urgent and/or confidential communications are promptly received and distributed from/to relevant team members, sensitively and autonomously. Working with all team members, in the collection of information, for performance or assurance reporting against team objective programme areas. To service all relevant meetings as undertaken by the Health Inequalities Team, including the Health Inequalities and Prevention Board. This will involve the preparation of agendas and supporting documents, recording of apologies, attending meetings (in person and virtually) for the purpose of minute taking and recording decision and action logs and taking appropriate follow-up action as required. Liaising regularly with meeting Chairs and members of the Health Inequalities Team to ensure the timely preparation and circulation of papers in line with timescales outlined in Terms of Reference. To proactively seek updates from relevant members against actions in advance of next meetings with a view to maintaining momentum of pace. To arrange, organise and support on-the-day set up of face-to-face and virtually held meetings, workshops, conferences and events, including the booking of venues, ensuring the venue has provision of refreshments and appropriate equipment/facilities. To utilise MS Outlook and liaising with other Administrative and PA personnel to ensure meetings are arranged at a date/time to suit the majority of attendees. Developing and maintaining effective electronic filing systems within MS SharePoint, to ensure that information is kept securely and is accessible to other members of the team. Responsibility for the day-to-day management of information assets as the Information Asset Administrator (IAA), ensuring compliance with protocols in relation to data management and reporting to the Health Inequality Team Information Asset Owner (IAO). To develop administrative processes and systems to meet the needs of the Health Inequalities Team, keeping these under review with ongoing improvement as appropriate. Responsibility for the coordination of responses to incoming Freedom of Information (FOI) requests, complaints, Equality and Inequality Impact Assessments and System Single Point of Contact (SPOC) returns, ensuring responses are provided by the appropriate members of the Health Inequalities Team and submitted within the required timeframe with senior approval. Preparing a range of professional documents including correspondence, reports etc. Developing and maintaining up to date contact and distribution lists on behalf of the team. Provision / creation of relevant template documents. Provide a high standard of customer service to visitors, staff, and external partners, ensuring a welcoming and professional environment. Providing cover for the ICB Head Office reception on an ad hoc basis and for the purposes of covering periods of annual/sick leave. To provide face-to-face engagement with wider stakeholders with an interest in, or responsibility for the Health Inequalities Team priorities and liaise with internal and external stakeholders for additional information as required. Working together with other Administrators/PAs within the Integrated Care System (ICS) to provide an effective network of communication. To demonstrate a significant level of initiative in prioritising workload and identifying and resolving issues where necessary, escalating to team members as appropriate. Operate effectively in a flexible and demanding environment and proactively engage with stakeholders. Communicating updates, ideas and sharing developments in order to develop themselves, the team and the wider organisation. Providing diary management for the Head of Health Inequalities. Provide general office support, such as photocopying, filing, and scanning. Job description Job responsibilities To provide efficient and effective administrative support to the ICB Health Inequalities Team during day to day business. To monitor and manage the team inboxes in MS Outlook, ensuring incoming e-mail is dealt with or appropriately redirected in a timely manner, or to co-ordinate responses/actions from others, indicating clearly any deadlines or instructions as necessary to facilitate timely resolution and prioritisation. To ensure all urgent and/or confidential communications are promptly received and distributed from/to relevant team members, sensitively and autonomously. Working with all team members, in the collection of information, for performance or assurance reporting against team objective programme areas. To service all relevant meetings as undertaken by the Health Inequalities Team, including the Health Inequalities and Prevention Board. This will involve the preparation of agendas and supporting documents, recording of apologies, attending meetings (in person and virtually) for the purpose of minute taking and recording decision and action logs and taking appropriate follow-up action as required. Liaising regularly with meeting Chairs and members of the Health Inequalities Team to ensure the timely preparation and circulation of papers in line with timescales outlined in Terms of Reference. To proactively seek updates from relevant members against actions in advance of next meetings with a view to maintaining momentum of pace. To arrange, organise and support on-the-day set up of face-to-face and virtually held meetings, workshops, conferences and events, including the booking of venues, ensuring the venue has provision of refreshments and appropriate equipment/facilities. To utilise MS Outlook and liaising with other Administrative and PA personnel to ensure meetings are arranged at a date/time to suit the majority of attendees. Developing and maintaining effective electronic filing systems within MS SharePoint, to ensure that information is kept securely and is accessible to other members of the team. Responsibility for the day-to-day management of information assets as the Information Asset Administrator (IAA), ensuring compliance with protocols in relation to data management and reporting to the Health Inequality Team Information Asset Owner (IAO). To develop administrative processes and systems to meet the needs of the Health Inequalities Team, keeping these under review with ongoing improvement as appropriate. Responsibility for the coordination of responses to incoming Freedom of Information (FOI) requests, complaints, Equality and Inequality Impact Assessments and System Single Point of Contact (SPOC) returns, ensuring responses are provided by the appropriate members of the Health Inequalities Team and submitted within the required timeframe with senior approval. Preparing a range of professional documents including correspondence, reports etc. Developing and maintaining up to date contact and distribution lists on behalf of the team. Provision / creation of relevant template documents. Provide a high standard of customer service to visitors, staff, and external partners, ensuring a welcoming and professional environment. Providing cover for the ICB Head Office reception on an ad hoc basis and for the purposes of covering periods of annual/sick leave. To provide face-to-face engagement with wider stakeholders with an interest in, or responsibility for the Health Inequalities Team priorities and liaise with internal and external stakeholders for additional information as required. Working together with other Administrators/PAs within the Integrated Care System (ICS) to provide an effective network of communication. To demonstrate a significant level of initiative in prioritising workload and identifying and resolving issues where necessary, escalating to team members as appropriate. Operate effectively in a flexible and demanding environment and proactively engage with stakeholders. Communicating updates, ideas and sharing developments in order to develop themselves, the team and the wider organisation. Providing diary management for the Head of Health Inequalities. Provide general office support, such as photocopying, filing, and scanning. Person Specification Knowledge, Training & Experience Essential NVQ level 3 in Business Administration, or equivalent experience of working in a general administrative/secretarial role Knowledge and experience of using MS Office including Outlook, Teams, Word, Excel, Powerpoint and Forms. Understanding of Confidentiality and Data Protection Act. Demonstrable experience in dealing with the public and dealing with sensitive and confidential information. Experience of formal note or minute-taking Experience of developing and maintaining good working relationships within a team and with a wide range of stakeholders. Communication Skills Essential Able to demonstrate a good level of English language and grammar, with good written and spoken communication Excellent interpersonal and communication skills with a good telephone manner and the ability to remain calm under pressure Autonomy Essential Effective time management skills and the ability to work on own initiative or as part of a team, organising and prioritising own workload to changing and often tight deadlines Ability to meet the travel needs of the post with a flexible and motivated approach Personal Qualities Essential Understanding of and commitment to equality of opportunity Tact and discretion when dealing with sensitive and confidential information and an an ability to maintain confidentiality and trust Ability to maintain concentration in a busy environment with frequent interruptions either in person, by email or on the telephone, sometimes requiring an immediate response resulting in a change in activity. Person Specification Knowledge, Training & Experience Essential NVQ level 3 in Business Administration, or equivalent experience of working in a general administrative/secretarial role Knowledge and experience of using MS Office including Outlook, Teams, Word, Excel, Powerpoint and Forms. Understanding of Confidentiality and Data Protection Act. Demonstrable experience in dealing with the public and dealing with sensitive and confidential information. Experience of formal note or minute-taking Experience of developing and maintaining good working relationships within a team and with a wide range of stakeholders. Communication Skills Essential Able to demonstrate a good level of English language and grammar, with good written and spoken communication Excellent interpersonal and communication skills with a good telephone manner and the ability to remain calm under pressure Autonomy Essential Effective time management skills and the ability to work on own initiative or as part of a team, organising and prioritising own workload to changing and often tight deadlines Ability to meet the travel needs of the post with a flexible and motivated approach Personal Qualities Essential Understanding of and commitment to equality of opportunity Tact and discretion when dealing with sensitive and confidential information and an an ability to maintain confidentiality and trust Ability to maintain concentration in a busy environment with frequent interruptions either in person, by email or on the telephone, sometimes requiring an immediate response resulting in a change in activity. 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 Shropshire, Telford and Wrekin Integrated Care Board Address Wellington Civic Offices Larkin Way, Tan Bank Wellington, Telford TF1 1LX Employer's website https://www.shropshiretelfordandwrekin.nhs.uk/ (Opens in a new tab)