An opportunity has arisen for a highly motivated, multi-tasking and enthusiastic Digital and IT Support Officer with excellent organisational skills to join the Digital Team for the Black Country Integrated Care Board.
The Digital PMO function provides a Corporate service and is functionally responsible for driving the end-to-end process of identification, implementation and evaluation of Digital Projects for the Integrated Care Board (ICB).
This is a key role in the Digital Team's Programme Management Office (PMO), reporting to the Senior Officer Digital and IT Support. The role supports the delivery of Digital Projects across the ICB.
Main duties of the job
The post holder will need to be conscientious, meticulous, and organised. They will be expected to always act in a professional and confidential manner. The post holder will play a crucial role in the administration and support functions of the Digital PMO Team.
This post calls for an individual who can use their own initiative, work to set deadlines, deal with complex issues, pay attention to detail, and is comfortable working under pressure. The role is central to the delivery of the ICB's Digital Programme of work and the Digital administration function.
Job responsibilities
* Act as the first point of contact for Digital, dealing with routine and specialist enquiries in a pleasant and helpful manner, communicating relevant information to stakeholders, referring to others as appropriate.
* Answer telephone calls, taking messages and passing them on accurately to the relevant departments/person.
* Manage electronic diaries of staff, including arranging and changing appointments, prioritising these as appropriate.
* Responsible for sorting all incoming post and ensuring distribution to staff in the ICB and ensuring that all outgoing post is documented.
* Promote the image of the ICB, checking that notices and leaflets are up to date and well presented.
* Assist in the organisation, planning, and smooth running of events as necessary, including booking venues, catering, and speakers.
* Responsible for organising meetings and planning any administrative work as required, including setting agendas, chasing reports, and circulating meeting papers.
* Responsible for taking minutes/notes at regular meetings and distributing them to the required timescales.
* Produce and effectively monitor action logs for meetings and projects.
* Monitor the generic departmental inbox and distribute as appropriate.
* Build relationships through regular contacts with GP Practices, Pharmacies, and other Health Providers.
* Support and coordinate the deployment of IT equipment and receiving deliveries as appropriate. Ensure that AV equipment, tablets, and phones are maintained, and support is provided as required.
* Ensure that all complaints, comments, and suggestions are dealt with appropriately, in accordance with policy, resolving where possible and escalating to line manager when appropriate.
* Photocopy and word process documents, letters, emails, minutes, reports, and presentations when required. The post holder must have a standard level of keyboard skills and be able to use Microsoft Office Programs.
* Develop and maintain effective electronic and paper filing systems, to ensure that information is kept securely and is accessible to other members of the ICB.
* Provide project support to staff in the ICB, maximising efficiency of ICB staff engaged with projects.
* Maintain project documentation and a project database ensuring that it is kept up to date.
* Able to work on own initiative and unsupervised, within defined policies and procedures to set timescales.
* Have a flexible/adaptable approach to their work in order to meet various deadlines. Demonstrate office systems and department requirements to new starters.
* Input into, monitor, and print reports from computerised systems and databases.
* Maintain standardisation in working practices across the ICB e.g. standard documentation, standard reporting methods, standard meeting structures etc.
* Undertake Research and Development as directed.
* Carry out other appropriate delegated duties as required.
Person Specification
Skills and Knowledge
* Knowledge of PRINCE2 Project Management Methodology
* Working knowledge of Microsoft Office including Word and Excel with standard keyboard skills
* Knowledge of NHS issues
* Understanding of Data Protection legislation
* Able to work on own initiative, organising and prioritising own workload to set deadlines
* Clear communicator with good writing, data entry, and telephone skills
Experience
* Experience of organising and preparing for meetings within timescales
* Demonstrable experience of working in an administrative environment and working with computerised data systems and databases
* Experience of working in an IM & T/Digital environment
* Experience of working in a health care environment
* Awareness of a range of Health Services provisions
* Experience of minute taking
Qualifications
* Educated to NVQ Level 3 in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.
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