Planning Officer

Job summary An exciting opportunity hasarisen for the right individual to join the Black Country ICB StrategicPlanning Team as the Planning Officer.
Thesuccessful candidate will be responsible for supporting the Strategic Planning Team with the management of projects, gathering information and updating project documentation, general administration andundertaking enquires as and when required for the team.A key part of the role will bethe ability to build and maintain good working relationships with a broad rangeof stakeholders across the system, communicating effectively and working in a highly organised manner.For further details, please see the associated JobDescription and Person Specification.Applicantsare advised to apply early as if a large number of applications are receivedfor this post we reserve the right to close the vacancy prior to the advertiseddate.Note: there has been fraudulent activity so please ensure you check the sender which will only be sent from Main duties of the job Providing administrative support to the team, and servicing key planning meetings including formal minute takingMaintaining effective filing systems to ensure information is secure and accessible, in line with relevant IT policiesCollecting information across workstreams in relation to performance reporting and oversight of operational deliveryUpdating planning project plans/key documents relating to planningCoordinating/ oversight of submission of planning returns within the set deadlinesEnsuring all urgent/confidential communications are distributed to/from relevant parties in a timely mannerCentral contact point for the team, dealing with enqueries as neededJob description/person specification contains further detail About us The Black Country Integrated Care Board (ICB) is a statutory NHSorganisation responsible for developing a plan for meeting the health needs of million people in the Black Country.
We manage the NHS budget forthe area (Dudley, Sandwell, Walsall and Wolverhampton) and we areresponsible for planning and buying Primary Medical Services (GPs), dental,optometry and pharmacy services.
Working for the ICB means you are makinga difference to the lives and health of people in the Black Country.We are part of the Black Country Integrated Care System (ICS),known as Healthier Futures, which is a partnership of organisations workingtogether to bring health and social care services closer together for the goodof our communities.
We support the ICS vision for a healthier place withhealthier people and healthier futures.The ICB has five core values that underpin theway we work and help to guide our actions and the decisions we make for localpeople and communities.
These are compassion, inclusivity, integrity,fairness and trust.We are an equal opportunities employer who actively supports andencourages increasing the diversity of our employees, and welcome applicationsfrom people with transferable skills gained through experience across the fullrange of health and social care settings.We are also a bronze award holder under the Defence EmployerRecognition Scheme (ERS).
The ERS recognises commitment and support from UKemployers for defence personnel.
Job description Job responsibilities Provide specialist project management, secretarial andadministration support and advice to the strategic planning directorate by:Workingwith all team members in the collection of information for performancereporting on relevant team projects.
This will involve motivating andnegotiating with team members and wider ICB colleagues to ensure the provisionand receipt of complex information that meets the expectations of the SeniorSpecialist Planning Manager.Collating,adjusting and updating the detail of multiple project plans.Liaisingwith the system-wide Single Point of Contact (SPOC) in co-ordination andsubmission of planning returns, adjusting plans/ advice to team members andwider ICB colleagues on submission deadlines and their subsequent revisions.Organising,planning and co-ordinating multi-disciplinary events for a range ofstakeholders as necessary and production/provision of supporting information.
Inputting,monitoring and checking data, required for finite and ongoing projects withinthe teams, analysing returns for completeness and accuracy and resolvingshortfalls with data providers.Ensuringall urgent and/or confidential communications are received and distributedfrom/to relevant parties in a timely manner.
Actingas a point of contact for teams, communicating effectively and dealing with andresponding effectively to what are sometimes complex queries from stakeholders,making judgements about the right course of action to take, passing on relevantinformation to appropriate team members sensitively and autonomously.
Supplyingthe relevant information required for financial management, supporting the teamby raising orders, checking and sending invoices for payment.
Collatinginformation and producing reports which may include reports to the GoverningBody and senior management as required.
Developingand maintaining effective electronic and paper filing systems, to ensure thatinformation is kept securely and is accessible to other members of the team andwider colleagues in line with IT policies.Toprovide administrative support, including when appropriate support to all teammembers to support a range of department initiatives.Managingthe electronic diary for the department and team members, including arrangingand changing appointments, prioritising as appropriate.Facilitatingmeetings; preparing agendas, taking formal committee minutes and distributingnotes of meetings including typing up of group discussions and interviews asnecessary.Providingguidance and advice on relevant policies and procedures.Tocarry out other appropriate delegated duties as required.Undertakingbasic online research to organise and collate a range of information fromdifferent sources in a logical, structured manner.
Person Specification Skills and Knowledge Essential Clear communicator with excellent writing, data entry and presentation skills: capable of constructing and delivering clear information/ instructions to colleagues Good interpersonal and relationship building skills Ability to work under pressure in a busy working environment and able to multi-task, using prioritisation skills Effective team working within the team and across wider ICB teams, and senior management team Effective meeting organisation skills including minute taking and coordination across departments Excellent time management to deliver outcomes to tight deadlines Understanding of Confidentiality and Data Protection Act.
Knowledge of IT systems and software programmes including all Office 365 applications good keyboard skills.
Able to work on own initiative, organising and prioritising own and others workloads to changing and often tight deadlines Experience Essential Significant administrative/ secretarial experience including initiating and maintaining office systems, organising events and facilitating meetings Demonstrable experience in dealing with the public, and dealing with sensitive and confidential information Experience of supporting the management of projects, including collating information and reporting progress Qualifications Essential Educated to NVQ level 3 in a relevant subject or equivalent level of qualification, or significant equivalent previous proven experience Knowledge of administrative procedures, specialised IT systems and project management skills Relevant training undertaken, acquired through formal training or experience to diploma level or equivalent