At Herefordshire & Worcestershire Integrated Care Board (ICB), we have an exciting opportunity to join our team. We are looking for a full-time experienced Business Support Officer to support our Delegated Commissioning Team.
The post holder will be required to work effectively to ensure that the team is supported to be organised in planning, coordinating and effectively delivering its work from an administrative perspective. The post holder is expected to have a good level of interpersonal skills as the role will involve liaising with Integrated Care System colleagues.
It is expected that the successful candidate will have an NVQ Level 4 or significant administrative/secretarial experience.
The Business Support Officer will be able to work on their own initiative and have a flexible approach to their work in order to deal with conflicting demands and deadlines. The post holder will support with diary management and forward planning in the team, coordinating planning to ensure key deadlines are met.
The position offers business support to the Delegated Commissioning Team, tasked with overseeing delegated functions such as General Practice Medical Services, Pharmacy, Ophthalmology, Dentistry, and Specialised Commissioning.
The role is also required to support coordination of administrative duties including diary coordination, minuting meetings, and overall administrative tasks. Therefore, demonstrable experience in diary management and servicing meetings is required. The post holder will need to communicate effectively and be highly computer literate in order to support the team’s functions. You will be required to use Microsoft applications daily to a high standard.
The role is hybrid. We have offices in both Herefordshire and Worcestershire. For further information and informal discussion please contact Karen Payton at k.payton@nhs.net.
Job Responsibilities:
1. Support effective office management systems to ensure processes are efficient and robust.
2. Provide administrative and project support to the Delegated Commissioning Team in the delivery of contractual and commissioning commitments/deadlines, effectively and to time.
3. Communicate and engage with external and internal stakeholders which may require negotiation skills and understanding the needs/requirements of other organisations, senior professionals, and individuals.
4. Update and maintain processes within relevant work areas, working with team members in the collection of information for performance reporting to relevant team projects.
5. On direction research areas of good practice and collate information to support the work of the team.
6. Be highly organised, effective and resilient, with the ability to solve problems and use initiative, working with minimal supervision.
7. Be a point of contact for queries from internal and external stakeholders and practices with regards to projects, resolving queries where possible and escalating when required in a timely manner, inclusive of monitoring the generic email inbox.
8. Support meetings in the capacity of organizing, preparing (whether digitally or face to face), collating papers, taking action notes where required.
9. Co-ordinate the arrangements of events, internally and externally, ensuring that all meetings and events are well co-ordinated, appropriate venue and hospitality arranged and meeting details communicated in advance.
10. Coordinate agendas and papers for meetings, taking and transcribing notes to a high standard and in a timely manner, producing and updating an action log, and ensure actions are communicated to relevant parties and followed up to track progress.
11. Deal with incoming correspondence for the designated work areas, both electronic and paper-based, responding or redirecting as appropriate, and ensuring that any urgent or important business is brought to the attention of the relevant person in good time.
12. To coordinate work, ensure this is prioritised and delivered within agreed deadlines and targets; highlight any potential problems with forthcoming deadlines to the attention of the relevant service leads.
13. Ensure confidentiality is always maintained in accordance with Information Governance regulations, including appropriate filing of documentation.
14. Promptly and accurately produce letters, memos, reports, tables, minutes, presentations and other documents, utilising excellent writing skills and a good understanding of local processes; copy and distribute correspondence/information as required.
15. Manage paper and/or electronic filing system for the designated work area including confidential files.
Please note we operate a 3-month probationary period for new appointments.
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