6 Month NHS Band 3 Administrator - 37.5 hours - Sandwell
Black Country and West Birmingham CCG
Job Description and Person Specification
JOB TITLE: Administrator - Primary Care and Place Commissioning
DEPARTMENT: Place Based Teams
ACCOUNTABLE TO: Head of Primary Care and Place Commissioning
RESPONSIBLE FOR: N/A
The purpose of this role is to provide a full range of administrative and clerical duties to the Black Country and West Birmingham Clinical Commissioning Group, contributing to the effective service delivery of the Primary Care and Place Commissioning team.
A list of the key postholders or people that the postholder may work with are as follows:
" Senior Management Team and Directors
" Corporate departments such as HR, Communications and Finance
" GPs and Practice-based clinical staff
" Finance and Business Support Unit
" General public and patients
Principal Duties and Responsibilities
" Act as first point of contact for the Primary Care and Place Commissioning Team, resolving routine and non-routine enquiries in a pleasant and helpful manner, signposting the referrer to others in the team as appropriate and demonstrating tact as necessary, when handling potentially sensitive information from members of the public/ other key contacts on behalf of the department.
" Using a range of IT tools process documents, letters, presentations, spreadsheets, emails, minutes, trackers and reports when required.
" Supporting the organisation of meetings or events for the department (including meetings with patients as necessary and undertaking any administrative work as required. This may include management of individual and team diaries.
" Responsible for sorting of all incoming physical or electronic post and ensure distribution to the relevant departments, and to ensure that all outgoing documents are registered/recorded appropriately.
" Support project delivery as required, including working with internal and external parties to ensure projects are delivered to plan, which may also involve last minute adjustments to the Project Plan, i.e. meetings/events
" Follow departmental policies, and is also expected to propose changes in systems and processes for their own department
" Communicate with internal and external stakeholders on a wide range of departmental matters; circulating and requesting information; responding to and dealing with initial queries, escalating to the appropriate person. This may involve relaying unwelcome news to a caller about the availability of members of staff/ the availability of a service on occasion.
" Manage and maintain effective bring-forward or electronic project systems for correspondence and actions, ensuring deadlines are tracked as appropriate.
" Update departmental records, project trackers, diaries as necessary, keeping systems up to date
" Monitor, replenish and order departmental stationery or other equipment items.
" Allocate work to and supervise apprentices on a day to day basis on behalf of the department, when apprentices are assigned to the team
" Provide agreed levels of support to maintain cover in the absence of other administrative staff.
If required to supervise apprentices, as a supervisor of people in the CCGs, you must;
Familiarise yourself with the CCGs range of health and wellbeing services. Encourage and support staff to look after their health and well-being, including the release of staff to attend health and wellbeing activities and interventions.
Manage the health and safety of staff, including stress and ill health in accordance with CCG policies, procedures, legislation and best practice, seeking guidance from others where needed.
Ensure you communicate the CCG's purpose and direction. Set clear objectives to enable staff to see how their work contributes to the CCGs success. Be visible to your team, in person or via electronic tools, l