Job summary An exciting opportunity has arisen for an administration support officer to join the planned care and cancer team and referral management service to provide a comprehensive, effective and professional business support service to the programme of care lead of the Cornwall & Isles of Scilly Integrated Care Board (ICB). The post holder will have proven and relevant administration and/or business support experience and will manage the day to day running of the team in a confident and effective manner. The post holder will have strong prioritisation and excellent organisational and communication skills, and the ability to remain calm in a busy and dynamic environment. Flexibility and working at pace to strict deadlines are key. This role requires the ability to manage many competing priorities, to work logically, and to work on your own initiative and as part of a team. The role will be based in our office in Bodmin or Truro, with the option of some remote working. Main duties of the job All roles in the integrated care board (ICB) share a common purpose and responsibility to meet the four core purposes of integrated care systems (ICS); to improve outcomes in population health and healthcare; to tackle inequalities in outcomes, experience and access; to enhance productivity and value for money and to help the National Health Service (NHS) support broader social and economic development. Provide a comprehensive, professional, effective and efficient administration service including the management of multiple diaries to arrange meetings and events as required, requiring good negotiation skills to secure mutually agreed outcomes To be responsible for organising team meetings including the effective management of the calendar and emails ensuring timescales, report requirements, deadlines etc. are met. About us NHS Cornwall and Isles of Scilly Integrated Care Board (ICB) is a statutory NHS organisation responsible for developing a plan for meeting the health needs of our communities, managing the NHS budget, and arranging for the provision of joined up health services which improve the lives of people who live and work in Cornwall and the Isles of Scilly. By collaborating as an integrated care system (ICS) our health and care organisations can tackle complex challenges, including: improving the health of children and young people supporting people to stay well and independent acting sooner to help those with preventable conditions supporting those with long-term conditions or mental health issues caring for those with multiple needs as populations age getting the best from collective resources so people get care as quickly as possible. Working with us We are committed to creating an inclusive and diverse work environment and are always keen to hear from people who would like to work with us. We welcome applications from everyone regardless of age, disability or long-term health condition, gender identity or expression, race or ethnicity, faith, sex, sexuality or veteran status. We are looking for people whose personal values and behaviours align with the NHS values outlined in the NHS Constitution and our own values and behaviours. Date posted 30 October 2024 Pay scheme Agenda for change Band Band 4 Salary £26,530 to £29,114 a year pa pro rata Contract Permanent Working pattern Full-time, Part-time Reference number 471-6725181 Job locations New County Hall Truro TR1 3AY Job description Job responsibilities Develop effective working relationships within broad range of internal and external stakeholders. This includes developing an effective communication network within the business support team, senior executives, and health and social care partners, voluntary and public sector organisations. Act as the primary point of contact for a range of business administration activities, with delegated lead responsibility for recording absence, training and appraisals for the relevant teams. Timely production of papers and other documents for internal and external meetings, of which some will also relate to cross system-wide meetings including the drafting of high quality documents (emails, letters, presentations), with varying degree of instruction or support. Transcribing of minutes and notes at formal and informal meetings as required Ability to manage own workload and to be proactive whilst recognising boundaries of authority, knowledge and skills Proactively horizon scan for risks or opportunities where you can make recommendations to develop or improve to processes, procedures or methods of working within the team Plan, organise and balance competing priorities ensuring that you are task and result focussed to ensure deadlines are met and outcomes achieved whilst providing an efficient and effective administrative service. Undertake reporting of information, including collating reports for the line manager team highlighting any risks or outstanding actions Ability to change to react quickly to changing demands and circumstances dealing with all matters confidentially, sensitively and with integrity. Job description Job responsibilities Develop effective working relationships within broad range of internal and external stakeholders. This includes developing an effective communication network within the business support team, senior executives, and health and social care partners, voluntary and public sector organisations. Act as the primary point of contact for a range of business administration activities, with delegated lead responsibility for recording absence, training and appraisals for the relevant teams. Timely production of papers and other documents for internal and external meetings, of which some will also relate to cross system-wide meetings including the drafting of high quality documents (emails, letters, presentations), with varying degree of instruction or support. Transcribing of minutes and notes at formal and informal meetings as required Ability to manage own workload and to be proactive whilst recognising boundaries of authority, knowledge and skills Proactively horizon scan for risks or opportunities where you can make recommendations to develop or improve to processes, procedures or methods of working within the team Plan, organise and balance competing priorities ensuring that you are task and result focussed to ensure deadlines are met and outcomes achieved whilst providing an efficient and effective administrative service. Undertake reporting of information, including collating reports for the line manager team highlighting any risks or outstanding actions Ability to change to react quickly to changing demands and circumstances dealing with all matters confidentially, sensitively and with integrity. Person Specification Qualifications, training and professional membership Essential NVQ level 3 in relevant business/administration qualification or eqivalent level of qualification, or significant experience as personal assistant/business administrator RSA 111 typing/word processing or equivalent 5 GCSE's or equivalent including English and maths Personal values Essential Able to demonstrate compassion in the workplace with a track record of active challenge to support improvements in equality, diversity, inclusion, and/or social justice. Committed to continuing professional development, actively developing and supporting a continuous learning culture. Experience Essential Experience working at a similar level in an administrative role Desirable Proven experience of working in a busy office environment. Communicating and liasing with all levels of stakeholders Skills and knowledge Essential Proven experience of using MS Office applications (word/excel/powerpoint) oExcellent planning and organisational skills Be proactive and plan ahead, able to react quickly to changing scenarios Person Specification Qualifications, training and professional membership Essential NVQ level 3 in relevant business/administration qualification or eqivalent level of qualification, or significant experience as personal assistant/business administrator RSA 111 typing/word processing or equivalent 5 GCSE's or equivalent including English and maths Personal values Essential Able to demonstrate compassion in the workplace with a track record of active challenge to support improvements in equality, diversity, inclusion, and/or social justice. Committed to continuing professional development, actively developing and supporting a continuous learning culture. Experience Essential Experience working at a similar level in an administrative role Desirable Proven experience of working in a busy office environment. Communicating and liasing with all levels of stakeholders Skills and knowledge Essential Proven experience of using MS Office applications (word/excel/powerpoint) oExcellent planning and organisational skills Be proactive and plan ahead, able to react quickly to changing scenarios 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Additional information 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Employer details Employer name NHS Cornwall and Isles of Scilly Integrated Care Board Address New County Hall Truro TR1 3AY Employer's website https://www.cios.icb.nhs.uk (Opens in a new tab)