Administrative Support Officer

NHS Cornwall and Isles of Scilly Integrated Care Board

An exciting opportunity has arisen for an administrative support officer to join the Integrated Care Board Head Office administration team. This role will provide a comprehensive, effective and professional administrative support service to the three Relationship Directors.

You will have proven and relevant administration and/or PA experience. You will have good prioritisation, organisation and communication skills. There will be elements of the role to provide general administrative support to the teams reporting directly to these senior managers.

This is a full-time role, working 37.5 hours per week, Monday to Friday.

Main duties of the job

1. Provide a comprehensive, professional, effective and efficient administration service which includes the management of multiple diaries to arrange meetings and events as required, requiring good negotiation skills to secure mutually agreed outcomes.
2. Be responsible for organising team meetings which includes the effective management of the calendar and emails ensuring timescales, report requirements, deadlines etc. are met.
3. Act as the first point of contact for all communications and ensure all inquiries are acted on or redirected appropriately.

About us

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.

We are always keen to hear from people who would like to work with us, and we positively encourage applications from all sections of the community regardless of sex, sexual orientation, racial origin, or disability.

You can look forward to excellent benefits including discounts in store and online, optional pension and life assurance, flexible working options, salary sacrifice vehicles and cycles, and much more.

Hybrid working: This is an office-based role with the expectation of being in one of the ICB offices (currently Bodmin and Truro). There will be flexibilities to work from office locations, in collaboration with the senior manager and their requirements.

Job responsibilities

1. Develop effective working relationships within a broad range of internal and external stakeholders, including developing an effective communication network within the business support team, senior executives, and health and social care partners, voluntary and public sector organisations.
2. 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.
3. Timely production of papers and other documents for internal and external meetings, including the drafting of high-quality documents (emails, letters, presentations), with varying degrees of instruction or support.
4. Transcribe minutes and notes at formal and informal meetings as required.
5. Manage own workload proactively whilst recognising boundaries of authority, knowledge, and skills.
6. Proactively horizon scan for risks or opportunities where you can make recommendations to develop or improve processes, procedures, or methods of working within the team.
7. Plan, organise and balance competing priorities ensuring that you are task and result-focused to ensure deadlines are met and outcomes achieved whilst providing an efficient and effective administrative service.
8. Undertake reporting of information, including collating reports for the line manager team highlighting any risks or outstanding actions.
9. React quickly to changing demands and circumstances dealing with all matters confidentially, sensitively, and with integrity.

Person Specification

Qualifications

• oNVQ level 3 in relevant business/administration qualification or equivalent level of qualification, or significant experience as personal assistant/business administrator.
• o5 GCSE's or equivalent including English and maths.
• oRSA 111 typing/word processing or equivalent.

Personal Values

• oAble to demonstrate compassion in the workplace with a track record of active challenge to support improvements in equality, diversity, inclusion, and/or social justice.
• oDemonstrates the living values of openness and integrity, contributing to cultures where this thrives.
• oCommitted to continuing professional development, actively developing and supporting a continuous learning culture.
• oDemonstrates behaviours that support innovation and transformation.
• oDemonstrates alignment with the NHS values, delivery of the NHS Long Term Plan, the NHS People Plan, and Nolan principles.

Experience

• oExperience working at a similar level in an administrative role.
• oProven experience of working in a busy office environment.
• oCommunicating and liaising with all levels of stakeholders.

Skills and Knowledge

• oProven experience of using MS Office applications (Word/Excel/PowerPoint).
• oExcellent planning and organisational skills.
• oPrioritise workload and workloads of others to meet rapidly changing deadlines.
• oWork on own initiative and take decisions on behalf of manager where and when appropriate.
• oSet up and maintain effective administrative office systems both electronic and paper-based.
• oApply tact, diplomacy, and good problem-solving skills, i.e., complex diary scheduling working across organisations.
• oOrganise meetings and take comprehensive accurate minutes.
• oBe 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.

NHS Cornwall and Isles of Scilly Integrated Care Board

£26,530 to £29,114 a year per annum pro rata.