Key responsibilities include managing schedules to arrange meetings, producing high-quality documents for internal and external use, transcribing meeting minutes, and ensuring timely reporting of information. The role requires building effective relationships with stakeholders, identifying opportunities for process improvements, and adapting to changing demands while maintaining confidentiality and integrity.
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.
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
To be responsible for organising team meetings which includes the effective management of the calendar and emails ensuring timescales, report requirements, deadlines etc. are met.
To act as first point of contract for all communications and ensure all enquires are acted on or re-directed appropriately.
About us
Develop effective working relationships within broad range of internal and external stakeholders. This includes developing an effective communication network within the business support team, senior executives, and health and social care partners, voluntary and public sector organisations.
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.
Timely production of papers and other documents for internal and external meetings, of which some will also relate to cross system-wide meetings including the drafting of high quality documents (emails, letters, presentations), with varying degree of instruction or support.
Transcribing of minutes and notes at formal and informal meetings as required
Ability to manage own workload and to be proactive whilst recognising boundaries of authority, knowledge and skills
Proactively horizon scan for risks or opportunities where you can make recommendations to develop or improve to processes, procedures or methods of working within the team
Plan, organise and balance competing priorities ensuring that you are task and result focussed to ensure deadlines are met and outcomes achieved whilst providing an efficient and effective administrative service.
Undertake reporting of information, including collating reports for the line manager team highlighting any risks or outstanding actions
Ability to change to react quickly to changing demands and circumstances dealing with all matters confidentially, sensitively and with integrity.
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