An exciting opportunity has arisen to be part of the ICB Medicines Management Team in Liverpool Place. The post holder will work as part of the team to support in delivering the objectives of the function.
This is an opportunity to be involved in an evolving function within the ICB, we are looking for an enthusiastic, highly motivated, and organised individual to join our friendly and welcoming team.
The successful applicant will be able to demonstrate a ‘can do’ attitude and ability to ‘own’ their portfolio and have ambition to deliver professional outcomes. You will need to be able to work well under pressure, be responsive to fast moving deadlines and work as part of the team. The successful applicants will also have strong communication skills
• Supporting the Medicines Management Team and wider internal customers by providing a comprehensive, efficient and professional administrative service.
• Providing administrative support to the Medicines Management Team.
• Providing administrative support to designated members of the Medicines Management Team.
• Ensuring high level administration support is provided through the production of high quality, detailed minutes, and meetings are recorded appropriately and actions are followed up with deadlines.
Support and facilitate effective meetings and provide high level administrative support
Cheshire and Merseyside ICB (Integrated Care Board) is a highly complex organisation serving a population of over 2.5 million people across nine Places (Boroughs including local Authorities), 17 NHS Provider organisations, 51 Primary Care Networks (PCNs) plus North West Ambulance service as well as third sector and voluntary organisations. Cheshire and Merseyside is the third largest Integrated Care System (ICS) in the country, and in regard to scope of organisations the ICS is double the size of the next largest ICS.
From a demographic perspective, there are some real challenges within Cheshire and Merseyside. 33% of the population of Cheshire and Merseyside live in the most deprived 20% of neighbourhoods in England. In addition, the population overall suffers from some of the poorest health outcomes in England.
Main duties and responsibilities
Communication & Relationships
• Deal with staff and external organisations in a professional and courteous manner and maintain effective communication of behalf of the Medicines Management Team and Liverpool Place.
• Coordinate with other team members to provide flexibility and cover for absence.
• Communicate effectively with colleagues to support relevant meetings.
• To share learning and priorities with colleagues.
• Work with colleagues to ensure that the Medicines Management Team receive an efficient, professional high quality support service at all times.
Duties requiring Analytical & Judgement Skills
• Manage incoming correspondence and emails,
• Assess and prioritise own workload within given timeframe, to meet business schedules.
• Identify errors or problems, take action as necessary to resolve and/or notify line manager.
• Support projects developing and identifying resources required, ensuring all materials and resources are current and appropriate.
• Ability to analyse and interpret information.
• Monitor attendance at meetings and identify any quoracy issues in advance of meetings.
• Prioritise workload and escalate any issues which may impact on the smooth running of meetings.
• Ability to use and update Electronic Staff Record (ESR) staff information
Duties requiring Planning & Organisation Skills
• To deal with incoming post and electronic communication on behalf of the Medicines Management team and prioritise urgent and routine correspondence, including that of a confidential and sensitive nature, exercising independent judgement in order to initiate appropriate action.
• Routine office support as required.
• Supporting the processing of Freedom of Information Requests and Subject Access Requests as and when required to by the team.
• Responsible for the facilitation of Committee and operational level meetings, managing the process, preparing agendas, taking, producing and circulating accurate minutes and action log of meetings, arranging venues and refreshments as appropriate.
• Developing and maintain the meeting cycle schedule, arranging dates of meetings and setting deadlines dates for paper distribution / submission deadlines, and to follow up as necessary.
• Assist the Chair to develop and prepare the agendas for the ICB / committee and other meetings.
• Collate and distribute agenda and supporting papers both internally and externally.
• Make necessary arrangements to ensure the smooth running of meetings, including booking appropriate venues and catering requirements.
• To follow up actions arising from meetings.
• Maintaining the conflicts of interest register.
• Maintaining the decision log from meetings and producing annual reports.
• To develop and maintain electronic filing system for meetings.
• To attend meetings or other events where required, taking minutes, providing administrative support and taking follow up action as required.
• Develop manage and maintain office systems, including paper and electronic files, ensuring that information is appropriately and securely stored, filed and retrievable.
• Support and co-ordinate the work plan for the Medicines Management Team.
• Co-ordinate Medicines Management meetings, including arranging venue, draft agenda and distributing papers to attendees.
• To assist with projects and research information, maintain records and compile reports on various subjects as appropriate and when required by the Medicines Management Team.
This advert closes on Friday 7 Feb 2025