Job summary 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 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 beSupporting with Health & Safety issues across sitesSupporting with site facilitiesManaging reception staff at Omega HouseCo-ordinating the Corporate Card on behalf of the Associate Director of Corporate ServicesSupporting with Subject Access RequestsManaging the Incident Reporting MailboxBeing able to be hands on with equipment issuesMonitoring and setting up of laptops and equipmentMaintaining an Asset register of equipment About us 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 NHS pension scheme Sick pay policy Occupational health services including staff counselling services Flexible working and family friendly policies Flexible retirement and retirement vouchers Health Service Discounts - offers for stores, travel, equipment etc.
Successful candidates will be subject to a six-month probationary period.
Job description Job responsibilities 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.
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.
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.
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.
Work with the Corporate Business Manager on the maintenance of Datix across the ICB.
Work with the Corporate Business Manager on Incident Management ensuring records are in place and actions are followed up.
Co-ordinate and manage overview of Corporate Expenditure on the Associate Director of Corporate Services pre-payment card.
Provide cross cover to Executive Assistants, CEO office and reception during periods of absence and leaveProvide 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 Date Custodian Activities/Staff Forum updates).
Person Specification Knowledge, Training and Experience Essential Knowledge of administrative procedures, project management or information analysis.
Previously worked in similar position within the public sector.
Desirable Educated to degree level in relevant subject or equivalent level of experience of working at a similar level in specialist area.
Knowledge of project management principles.
Communication Skills Essential Skills for communication on complex information and administrative matters, requiring developed interpersonal and oral/ written communication skills.
Desirable Ability to pull together comprehensive draft reports, data, and letters.
Negotiating, networking and persuasive skills.
Analytical Essential Problem solving skills and ability to respond to sudden unexpected demands.
Excellent time management skills with the ability to re-prioritise.