Open only to applicants from Hampshire & Isle of Wight NHS system, which is limited to NHS Hampshire and Isle of Wight, Hampshire and Isle of Wight Healthcare NHS Foundation Trust, Portsmouth Hospitals University NHS Trust, Isle of Wight NHS Trust, University Hospital Southampton Foundation Trust, South Central Ambulance Service or Hampshire Hospitals Foundation Trust.
The role supports the Associate Director of Corporate Services and the Corporate Business Manager to provide high quality project and administrative support to the ICB’s business functions. The post holder must be able to recognise the importance of confidentiality and sensitivity of issues and at all times is able to act using the utmost discretion.
This role will be in two parts:
Business Support to corporate initiatives/projects and support to corporate work across the ICB (to be determined)
Site Management/issues
Main duties of the job
The main duties of the job will be:
1. Supporting with Health & Safety issues across sites.
2. Supporting with site facilities.
3. Co-ordinating the Corporate Card on behalf of the Associate Director of Corporate Services.
4. Supporting with Subject Access Requests.
5. Managing the Incident Reporting Mailbox.
6. Being able to be hands on with equipment issues.
7. Monitoring and setting up of laptops and equipment.
8. Maintaining an Asset register of equipment.
Working for our organisation
We offer excellent employment opportunities to new and existing staff. We aim to be a model employer by embedding best HR practice and to support new ways of working.
We pride ourselves on offering good working conditions, job security, lifelong learning, fair pay and benefits, staff involvement and a balance between work and personal life.
We enjoy a forward thinking and innovative culture and our vision is to have healthy people, living healthy lives in healthy communities. We understand the only way to deliver this is to have the right people with the right skills.
Here is a summary of some of the benefits and services which are on offer to staff:
* 27 days paid minimum holiday and bank holiday entitlement
* Sick pay policy
* Occupational health services including staff counselling services
* Flexible working and family friendly policies
* Flexible retirement and retirement vouchers
Successful candidates will be subject to a six-month probationary period.
Detailed job description and main responsibilities
1. Receive and screen all incoming corporate mail, obtaining any relevant background information. Initiate follow up action where necessary, ensuring that an appropriate response is drafted, setting deadlines to ensure the senior team have sufficient time to review draft.
2. Assimilate, manage, and communicate a wide range of information, some of which will be sensitive and complex and may involve matters relating to individual staff or patient matters or to matters of commercial confidence.
3. Communicate with tact, understanding and discretion with members of the public/patients/carers when dealing with enquiries/complaints, particularly in relation to Subject Access Requests.
4. Prepare and distribute agendas and papers for meetings and in accordance with ICB policies, procedures, and timescales. Take accurate minutes of formal meetings in a timely fashion, ensuring that all follow-up action is taken.
5. Work with the Corporate Business Manager on the maintenance of Datix across the ICB.
6. Work with the Corporate Business Manager on Incident Management ensuring records are in place and actions are followed up.
7. Co-ordinate and manage overview of Corporate Expenditure on the Associate Director of Corporate Services pre-payment card.
8. Provide cross cover to Executive Assistants, CEO office and reception during periods of absence and leave.
9. Provide corporate support to specific pieces of work across the ICB in place as and when required, as directed by the Associate Director of Corporate Services (such as Data Custodian Activities/Staff Forum updates).
Person specification
Knowledge, Training and Experience
* Knowledge of administrative procedures, project management or information analysis.
* Previously worked in a similar position within the public sector.
* Educated to degree level in a relevant subject or equivalent level of experience of working at a similar level in a specialist area.
* Knowledge of project management principles.
Communication Skills
* Skills for communication on complex information and administrative matters, requiring developed interpersonal and oral/written communication skills.
* Ability to pull together comprehensive draft reports, data, and letters.
* Negotiating, networking and persuasive skills.
Analytical
* Problem solving skills and ability to respond to sudden unexpected demands.
* Excellent time management skills with the ability to re-prioritise.
Please note the following before applying:
1. We reserve the right to amend the closing date based on the volume of applications received. Vacancies attracting a high volume of applications may therefore close earlier than advertised.
2. In compliance with Part 7 of the Immigration Act 2016, all applicants must be able to communicate fluently in English to an appropriate standard which will be assessed as part of the selection process.
3. As a Disability Confident Employer we are working to create a workplace that enables all staff to reach their full potential. As an ICB, we value diversity and are committed to the recruitment and retention of underrepresented minority groups. We welcome applications from black, Asian and minority ethnic candidates, LGBTQ+ candidates and candidates with disabilities.
4. If you are successful and are joining from a non-NHS background, there will be an expectation that you will be engaged from the bottom of the pay band. If you would like to review the Agenda for Change pay scales in more detail and to view other benefits of working in the NHS, please visit the Agenda for Change website for further details.
5. New employees to the ICB will be subject to a probationary period of six months (some exemptions apply, please refer to the ICBs policy for full details).
We encourage and support our staff to be fully vaccinated against Covid-19 as this remains the best way to protect ourselves, our families, our colleagues, and patients from the virus.
Employer certification / accreditation badges
Name: Rebecca Willis Job title: Associate Director of Corporate Services Email address: beccy.willis@nhs.net
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