Job summary

NHS Herefordshire and Worcestershire Integrated Care Board (ICB) is part of theHerefordshire and Worcestershire Integrated Care System(ICS) and is responsible for improving health outcomes for our local population, reducing health inequalities, and supporting broader social and economic development.

The ICB does this through ensuring more effective joined up working with local partners across health, social care, voluntary and community sectors. It will allocate almost £ billion of NHS resources and ensure that services are in place to deliver the ambitions that are jointly agreed with local partners.

We are looking for an enthusiastic professional to join our Corporate Services Team as a Business Support Assistant. This role is at the heart of the organisation, dealing with queries from ICB colleagues and from system partners in the ICS, logging accommodation and facilities issues for the ICB's offices, as well as general enquiries from the public and service users. As such we are looking for a proactive individual who enjoys the challenge of a busy working environment and has strong communication skills. Please note this post is full-time and based in our Kirkham House office 5 days per week Monday to Friday; we are initially recruiting on a 12 month fixed term basis to cover the secondment of the existing postholder.

Main duties of the job

The organisation-wide Business Support function provides focused admin and secretarial support within each team, as well as a central team providing support for a number of corporate functions and across the wider teams.

As part of the Central Business Support Team, the Business Support Assistant will provide a comprehensive support service within the ICBs.

There will be an expectation for the post holder to be highly motivated, flexible and multi-skilled with excellent organisational skills and the ability to take minutes / notes at meetings.

The post holder will have high standard word processing skills and computer literacy. They will be required to maintain an up-to-date knowledge of Information Technology.

The post holder will need to meet deadlines, collate data and maintain standards relating to administrative processes.

As a key role within the Corporate Services team, the postholder will need to have strong communication skills, and work effectively within the team and with wider ICB colleagues.

About us

The NHS is a world-renowned institution and an exciting place to work, full of challenges and opportunities. NHS Herefordshire and Worcestershire ICB is responsible for a range of health services for over 800,000 people who live in two of the largest counties in England. We are a dynamic, forward-looking organisation, offering a vibrant place to work, set within the backdrop of some of the country's most beautiful countryside

The ICB's Business Support function provides focused admin and secretarial support within each team, as well as a central team providing support for a number of corporate functions and across the wider teams.

We provide a supportive and collaborative environment where we work with our staff to provide opportunities for you to reach your full potential and to develop a rewarding career within an exciting and evolving environment. Joining our inclusive and innovative team comes with a range of attractive benefits including :

Employee Assistance programme and access to a wealth of on-line health and wellbeing support

Competitive NHS Pension Scheme

Comprehensive opportunities to learn new skills and to develop your career within a caring and inclusive environment

Generous holiday entitlement, which increases in line with service. There is also the opportunity to purchase additional leave

Please note we operate a 3-month probationary period for new appointments

Job description

Job responsibilities

To provide a professional welcome to visitors to the ICBs offices, assisting visitors as appropriate and providing hospitality as required.

Respond to telephone enquiries, dealing with calls in a professional and courteous manner, whilst maintaining confidentiality. Taking and forwarding accurate messages to the appropriate team / individual in a timely manner.

Deal with incoming and outgoing mail appropriately, ensuring outgoing mail is sent through the appropriate methods, and incoming mail is distributed in a timely manner.

Manage the central team inbox, coordinating general enquiries and dealing with a range of queries and requests in a responsive and effective manner, and redirecting where necessary. Examples of work requests include general queries from services users and members of the public, and internal requests for ad hoc meeting arrangement, meeting room / venue coordination, copy typing, photocopying, coordination of training sessions and events etc.

Maintain effective filing systems for the Corporate Office via Sharepoint and support the ICBs objective to be a paperless office.

Coordinate office facilities including regular health and safety checks, organising maintenance as required, and raising requisitions and purchase orders, utilising the Oracle system.

Maintain office supplies including stationery and consumables, arrange requisitions and purchase orders as required, monitoring orders for delivering and receipting to enable payment to be processed.

Accurately produce a variety of documents from audio or written draft, using a number of Microsoft Office packages including Word, Excel and Powerpoint and adhering to ICB templates and branding. This will include letters, emails, reports and meeting notes and may require working under pressure to meet agreed timescales.

To set up for meetings / events including IT equipment, and provide additional support as required, including taking and transcribing minutes / action notes.

Provide secretarial cover for business support colleagues during periods of absence including annual leave and sickness; assist colleagues during periods of demanding workloads.

To provide day to day oversight of the teams Business Admin Apprentice.

Ensure accurate and up to date data is recorded on to electronic records systems as required, and that this information is available on request, and communicated to other colleagues as required.

The postholder should be able to work on their own initiative, with limited supervision on a day to day basis, and have a flexible approach to their work in order to deal with conflicting demands and tight deadlines. Good interpersonal skills are important for dealing with colleagues and external visitors, as is the ability to work effectively as part of a team.

To participate in the annual appraisal process and attendance / completion of statutory and mandatory training and comply with the organisations policies and procedures.

To assist in the induction of new colleagues, including introduction to office systems, office orientation etc.

On request, to carry out additional duties commensurate with the role and level of responsibility.

Adhere to ICB and departmental policies and procedures at all times.

Contribute to effective teamworking by :

o Work flexibly within core working hours to ensure adequate office cover across ICB sites;

o Participate in regular Corporate Services Team meetings;

o Promote communication and effective working practices with all staff;

o Share information, skills and experiences with colleagues;

o Listen and be open to views of others;

o Actively work to develop and maintain positive relationships within the ICB and externally.

NHS Herefordshire & Worcestershire ICB recognises the value serving personnel, reservists, veterans, and military families bring to our business and would encourage people from the armed forces community to apply for our vacancies.

Person Specification

Qualifications

Essential

• o4 GCSE grade 9-4 (including Maths and English Language) or equivalent
• oNVQ3 in administration or equivalent level of knowledge and experience

Desirable

Experience

Essential

Desirable

Skills, Knowledge & Competencies

Essential

Desirable

Personal Qualities

Essential