Job summary This is an incredible opportunity to join the Cancer Alliance as an Administrative Assistant, where you'll work closely with the Executive Team PA and play a pivotal role in providing essential administrative support to a wide range of impactful Alliance programmes. You will not only be managing routine tasks but will also have ample opportunities to engage directly with the community by representing the Alliance at various patient and public engagement events. You will be involved in reviewing and contributing to Standard Operating Procedures and gain invaluable experience in cross-boundary working with a large and diverse group of multidisciplinary stakeholders. Were seeking an individual who thrives on effective communication and brings practical experience with Microsoft Office, especially in Word, PowerPoint, and Excel. Main duties of the job This role relies heavily on strong communication & coordination, resource management for meetings, strong document management and reporting and includes meeting, event, administrative and secretarial support. One responsibility is to maintain and grow the Cancer Alliances administrative reputation through providing a robust and timely service. You will also need to develop close working relationships with colleagues from the different Cancer Alliance workstreams to ensure that all deadlines are recorded and met. Relationship building and strong organisational skills are a must to deliver the work associated with this role and to help the alliance deliver key objectives set out in our annual delivery plans. About us Humber and North Yorkshire Cancer Alliance is one of 21 Cancer Alliances set up in England to transform the diagnosis, treatment and care for cancer patients in their local area. The Cancer Alliance does this by bringing together organisations (including NHS) which commission and provide cancer services across Humber and North Yorkshire to enable effective and co-ordinated partnership working. Humber and North Yorkshire covers an area with a population of 1.7 million people, which includes Hull, East Yorkshire, North Lincolnshire, North East Lincolnshire, York and North Yorkshire. Our work seeks to support the ambitions of the NHS Long Term Plan for cancer and aims to improve cancer recovery and performance against national cancer waiting time standards. The HNY Cancer Alliance team is a supportive and aspirational team. We feel passionately about improving cancer services for our communities and this vacancy would suit an individual excited by collaborative working in an innovative organisation. We actively encourage wellness at work and have implemented weekly team wellness walks for those that wish to partake. You will benefit from multiple training opportunities, a hybrid working pattern and there is also free parking for staff at our base in Willerby. Annual Leave starts at 27 days a year plus bank holidays Date posted 17 January 2025 Pay scheme Agenda for change Band Band 3 Salary £24,071 to £25,674 a year Contract Permanent Working pattern Full-time, Flexible working Reference number D9857-25-0005 Job locations Health House Grange Park Lane Willerby HU10 6DT Job description Job responsibilities Core Functions Working under the instruction of the line manager to develop an understanding of the service area and job role, the post holder will be responsible for providing efficient and effective administrative support for Humber and North Yorkshire Cancer Alliance which will involve: acting as the first point of contact for the organisation, receiving, responding to incoming calls and communications within the organisation in accordance with policy resolving where possible and effectively sign-posting when appropriate. This will involve ensuring a high standard of communication and confidentially when receiving and communicating to others using the appropriate discretion. consistently delivering a customer focused service; meeting and greeting visitors arriving for meetings at organisational Offices and events, ensuring that their arrival is notified to the correct manager/programme lead and that they arrive in the appropriate meeting room. This will include virtual meetings providing support to meeting administrators whether that is in the form of allowing access to meeting participants or sharing documents and slides with the meeting. providing secretarial and administrative services to specific teams as tasked, which will include support for senior managers and may include researching and gaining a broad understanding of strategic projects and programmes of work. liaise with Alliance partner organisations as required to arrange meetings and to support the team administrative function. responsible for organising meetings and planning administrative work as required for designated senior managers, including booking venues, securing time in delegate diaries, liaising with other administrators and adjusting plans when necessary. Issuing invitations, collation and distribution of agenda and supporting papers, maintaining confirmation of attendance lists and attending meetings in a supportive role to take meeting notes. Regularly order materials/products on behalf of colleagues, monitoring spend and maintaining stock control systems ensuring effective time management through organisation and maintenance of diaries, taking decisions in organising and re-arranging appointments as necessary. ensuring refreshments and resources required for individual meetings are available as required. applying the correct formatting to corporate documentation in line with agreed policies and procedures. inputting into, monitoring and printing reports from computerised systems. Administer the stakeholder database, including inputting details of stakeholders, identification of member interests, accurate record keeping of stakeholders, ensuring that all information is entered and updated accurately undertaking photocopying and providing printed copies of documents as required. collecting and distributing post. provide cover for the team across the different programmes within the alliance. Any other duties commensurate with the grade and in line with the requirements of this post, including maintaining a personal level of continual professional development and insight into best practice in the relevant work areas. Key Relationships The post holder will have key relationships with the following teams, departments and organisations: Other Administrative / Business Support Team Members in the ICB and other organisations Place, ICB, CAP, Trust Director(s) Place, ICB, CAP, Trust Delivery Teams ICB Executive Directors and their Teams Partner Organisations at Place including Local Authorities, NHS Providers, Non-NHS Providers including senior officers Liaison with other external organisations and regulators such as NHS England, CQC, Venues for meeting arrangements Line Manager o Report on progress of work via regular 1:1s o Agree and regularly review personal development plans Engage with and report progress in conjunction with Cancer Alliance governance framework Job description Job responsibilities Core Functions Working under the instruction of the line manager to develop an understanding of the service area and job role, the post holder will be responsible for providing efficient and effective administrative support for Humber and North Yorkshire Cancer Alliance which will involve: acting as the first point of contact for the organisation, receiving, responding to incoming calls and communications within the organisation in accordance with policy resolving where possible and effectively sign-posting when appropriate. This will involve ensuring a high standard of communication and confidentially when receiving and communicating to others using the appropriate discretion. consistently delivering a customer focused service; meeting and greeting visitors arriving for meetings at organisational Offices and events, ensuring that their arrival is notified to the correct manager/programme lead and that they arrive in the appropriate meeting room. This will include virtual meetings providing support to meeting administrators whether that is in the form of allowing access to meeting participants or sharing documents and slides with the meeting. providing secretarial and administrative services to specific teams as tasked, which will include support for senior managers and may include researching and gaining a broad understanding of strategic projects and programmes of work. liaise with Alliance partner organisations as required to arrange meetings and to support the team administrative function. responsible for organising meetings and planning administrative work as required for designated senior managers, including booking venues, securing time in delegate diaries, liaising with other administrators and adjusting plans when necessary. Issuing invitations, collation and distribution of agenda and supporting papers, maintaining confirmation of attendance lists and attending meetings in a supportive role to take meeting notes. Regularly order materials/products on behalf of colleagues, monitoring spend and maintaining stock control systems ensuring effective time management through organisation and maintenance of diaries, taking decisions in organising and re-arranging appointments as necessary. ensuring refreshments and resources required for individual meetings are available as required. applying the correct formatting to corporate documentation in line with agreed policies and procedures. inputting into, monitoring and printing reports from computerised systems. Administer the stakeholder database, including inputting details of stakeholders, identification of member interests, accurate record keeping of stakeholders, ensuring that all information is entered and updated accurately undertaking photocopying and providing printed copies of documents as required. collecting and distributing post. provide cover for the team across the different programmes within the alliance. Any other duties commensurate with the grade and in line with the requirements of this post, including maintaining a personal level of continual professional development and insight into best practice in the relevant work areas. Key Relationships The post holder will have key relationships with the following teams, departments and organisations: Other Administrative / Business Support Team Members in the ICB and other organisations Place, ICB, CAP, Trust Director(s) Place, ICB, CAP, Trust Delivery Teams ICB Executive Directors and their Teams Partner Organisations at Place including Local Authorities, NHS Providers, Non-NHS Providers including senior officers Liaison with other external organisations and regulators such as NHS England, CQC, Venues for meeting arrangements Line Manager o Report on progress of work via regular 1:1s o Agree and regularly review personal development plans Engage with and report progress in conjunction with Cancer Alliance governance framework Person Specification Qualifications Essential Educated to NVQ / RSA level 3 or significant equivalent experience Understanding of, and commitment to equality of opportunity and good working relationships Desirable Awareness of a range of Health Services provisions Knowledge of NHS issues Understanding of Data Protection legislation Experience Essential Able to use IT to gather, interpret and manipulate information Demonstrable experience of working in a public facing administrative environment Significant experience of minutes and note taking Desirable Previous experience of working in the NHS Skills and Attributes Essential Good working knowledge of Microsoft Office suite of products, (Word, Excel, PowerPoint, Outlook) Excellent communication skills (verbal and written) Focuses on delivering a customer orientated service Able to plan, prioritise and effectively manage own workload A high degree of integrity and ability to apply principles of confidentiality Problem solving skills, Resourceful and innovative approach to planning and achieving key tasks Identifies and takes responsibility for own development Mature and confident approach Motivated and enthusiastic Team Player Well presented Flexible approach to work Organised Desirable Awareness of a range of Health Services provisions Knowledge of NHS issues Understanding of Data Protection legislation Person Specification Qualifications Essential Educated to NVQ / RSA level 3 or significant equivalent experience Understanding of, and commitment to equality of opportunity and good working relationships Desirable Awareness of a range of Health Services provisions Knowledge of NHS issues Understanding of Data Protection legislation Experience Essential Able to use IT to gather, interpret and manipulate information Demonstrable experience of working in a public facing administrative environment Significant experience of minutes and note taking Desirable Previous experience of working in the NHS Skills and Attributes Essential Good working knowledge of Microsoft Office suite of products, (Word, Excel, PowerPoint, Outlook) Excellent communication skills (verbal and written) Focuses on delivering a customer orientated service Able to plan, prioritise and effectively manage own workload A high degree of integrity and ability to apply principles of confidentiality Problem solving skills, Resourceful and innovative approach to planning and achieving key tasks Identifies and takes responsibility for own development Mature and confident approach Motivated and enthusiastic Team Player Well presented Flexible approach to work Organised Desirable Awareness of a range of Health Services provisions Knowledge of NHS issues Understanding of Data Protection legislation Employer details Employer name Humber and North Yorkshire Integrated Care Board (857) Address Health House Grange Park Lane Willerby HU10 6DT Employer's website https://humberandnorthyorkshire.icb.nhs.uk/ (Opens in a new tab)