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Administration Officer
at North West London Integrated Care Board London in London (Published at 19-10-2023)
The Administration Officer will report to the Business Manager for the Harrow Borough Team. The post holder will work closely along with the other supporting roles and responsible for ensuring that the day to day business of the team is managed efficiently and effectively, providing a high quality administrative service to the Clinical Directors and staff in their respective teams. The Business Managers team will ensure effective cover arrangements for each other and other team members during periods of leave/absence. Strong organisational, interpersonal and communication (both written and verbal) skills are a key requirement for the role in order to ensure a high performing corporate office which is built on effective systems and processes and enables the CCG to operate to maximum efficiency levels.
Promote a culture that embraces equality and strives continuously to reduce inequality in both access and outcomes for all NW London residents. Key relationships include: Business Manager. Harrows senior management team and Governing Body. Clinical Directors and Clinical Leads.
GP Member practices. Public Health and Local Authority. Patient Participation Groups. Local Voluntary Sector and Community Groups.
NHS England. Functional Responsibilities: Reducing Inequalities To ensure services are developed and provided in a way that provides equal access and care for all our residents. Promote approaches where residents views actively shape service and care provision. Use data and information to actively review and monitor the impact of services and decisions on our diverse population, taking action where necessary to ensure greater equality of impact.
Ensure Equality Impact Assessments are proactively undertaken for all service developments. Promote a culture that embraces equality and strives continuously to reduce inequality in for all NW London residents and staff. Key Activities and Responsibilities The key responsibilities of the post are to provide a high quality administrative support to the whole of the Borough team including diary management and brought forward files. In additional the Administration Officer will be responsible for providing cover during periods of leave/absences to ensure that the corporate administrative function is effectively discharges.
Other responsibilities may become part of the post as the role continues to evolve. You will be expected to work with the corporate administration team and SMT to ensure the following duties are delivered. Provide full Executive Assistant support to the Borough Senior Management Team. This will include: Devising and maintaining office systems, including data management and filing.
Arranging travel, parking and office accommodation as appropriate. Take minutes or dictation at meetings. Screening phone calls, enquiries and requests, and handling them when appropriate. Meeting and greeting visitors at all levels of seniority.
Organising and maintaining diaries and making appointments. Dealing with incoming emails and post, drafting or arranging the drafting of correspondence on the behalf of the SMT members. Organising meetings and ensuring the senior management team have relevant documents for meetings. Liaising with partners and stakeholders and staff as appropriate.
Undertaking proactive actions as required. Ensuring preparation for the corporate meetings is undertaken efficiently and effectively with adherence to timescales for agendas and supporting documentation in line with the NWL policy of meeting papers. Ensuring preparation for all Senior Leadership team meetings is undertaken efficiently and effectively. Support the Business Manager with minute taking for committee and internal meetings as and when required.
Distribute minutes, reports and supporting documentation in a timely manner (as mandated). Ensuring action logs are maintained and updated in advance of meetings. Ensuring meeting rooms are set up with audio visual equipment and refreshments. Assist in the printing, collation and dispatching of governing body documents.
Providing cover for team members in the corporate team during periods of leave/absence. Supporting the Business Manager with management of the NWL ICBs statutory responsibilities with respect to Complaints, Freedom of Information Requests, Enquiries Service and other requests as required. Propose and develop policies and procedures within own area to improve efficiency and effectiveness. Carry out any other duties as may reasonably be required by their line manager.
This is not an exhaustive list of duties and the post holder is required to undertake any other duties commensurate with the grade and in line with the requirement of this post. All NWL IBC staff must comply with the NHS Code of Conduct for Managers, based on the Nolan principles of public accountability.
Promote a culture that embraces equality and strives continuously to reduce inequality in both access and outcomes for all NW London residents. Key relationships include: Business Manager. Harrows senior management team and Governing Body. Clinical Directors and Clinical Leads.
GP Member practices. Public Health and Local Authority. Patient Participation Groups. Local Voluntary Sector and Community Groups.
NHS England. Functional Responsibilities: Reducing Inequalities To ensure services are developed and provided in a way that provides equal access and care for all our residents. Promote approaches where residents views actively shape service and care provision. Use data and information to actively review and monitor the impact of services and decisions on our diverse population, taking action where necessary to ensure greater equality of impact.
Ensure Equality Impact Assessments are proactively undertaken for all service developments. Promote a culture that embraces equality and strives continuously to reduce inequality in for all NW London residents and staff. Key Activities and Responsibilities The key responsibilities of the post are to provide a high quality administrative support to the whole of the Borough team including diary management and brought forward files. In additional the Administration Officer will be responsible for providing cover during periods of leave/absences to ensure that the corporate administrative function is effectively discharges.
Other responsibilities may become part of the post as the role continues to evolve. You will be expected to work with the corporate administration team and SMT to ensure the following duties are delivered. Provide full Executive Assistant support to the Borough Senior Management Team. This will include: Devising and maintaining office systems, including data management and filing.
Arranging travel, parking and office accommodation as appropriate. Take minutes or dictation at meetings. Screening phone calls, enquiries and requests, and handling them when appropriate. Meeting and greeting visitors at all levels of seniority.
Organising and maintaining diaries and making appointments. Dealing with incoming emails and post, drafting or arranging the drafting of correspondence on the behalf of the SMT members. Organising meetings and ensuring the senior management team have relevant documents for meetings. Liaising with partners and stakeholders and staff as appropriate.
Undertaking proactive actions as required. Ensuring preparation for the corporate meetings is undertaken efficiently and effectively with adherence to timescales for agendas and supporting documentation in line with the NWL policy of meeting papers. Ensuring preparation for all Senior Leadership team meetings is undertaken efficiently and effectively. Support the Business Manager with minute taking for committee and internal meetings as and when required.
Distribute minutes, reports and supporting documentation in a timely manner (as mandated). Ensuring action logs are maintained and updated in advance of meetings. Ensuring meeting rooms are set up with audio visual equipment and refreshments. Assist in the printing, collation and dispatching of governing body documents.
Providing cover for team members in the corporate team during periods of leave/absence. Supporting the Business Manager with management of the NWL ICBs statutory responsibilities with respect to Complaints, Freedom of Information Requests, Enquiries Service and other requests as required. Propose and develop policies and procedures within own area to improve efficiency and effectiveness. Carry out any other duties as may reasonably be required by their line manager.
This is not an exhaustive list of duties and the post holder is required to undertake any other duties commensurate with the grade and in line with the requirement of this post. All NWL IBC staff must comply with the NHS Code of Conduct for Managers, based on the Nolan principles of public accountability.
