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AFC Band 4

Job Description

Job Title: IIEKMS ADMINISTRATIVE SUPPORT OFFICER: PART-TIME (2 days a week, 15 hours)
Department: Independent Investigation into East Kent Maternity Services (IIEKMS)
Band / Salary: Band 4 (£10.29)
Contract: Until September 2022
Start date: Immediate
Location: Ashford, Kent
Responsible to: Secretariat of IIEKMS
Context
NHS England & NHS Improvement have commissioned Dr Bill Kirkup CBE to undertake an independent investigation into maternity and neonatal services at East Kent University NHS Foundation Trust, following concerns raised about the deaths of a number of babies since 2009. Dr Kirkup has appointed an expert Panel to support him in the investigation. The investigation is recruiting support staff to work in the Secretariat, to be responsible for the administration of the Investigation, which is due to report in autumn 2022. The Investigation's website is at www.iiekms.org.uk
Job Description
The IIEKMS is recruiting one part-time Administrative Support Officer, to work alongside, and be line managed by, a full time Documents Manager.
This is an exciting opportunity to join a small but busy team working on a high-profile independent investigation established by the Secretary of State.
The post holder will provide high quality administrative support to the Secretariat & Panel. This will include maintaining the information management required to support the investigation; arranging travel and accommodation for team members; taking minutes of meetings, photocopying and filing. Applicants must have proven experience of using IT to deliver objectives.
The post holder will have direct contact with sensitive information and with witnesses to the Investigation. It will be helpful if they have experience of dealing directly with members of the public, and they must have well developed interpersonal and communication skills. A standard DBS check will be required.
The post is for 2 days a week (15 hours equivalent), and the nature of the work means that the post holder will need to be in the office for those days. There is flexibility about which days of the week will be worked, so this post can be tailored to the post holder's other commitments. The only exception is that, wherever possible, the post holder needs to be available to work on the days that Panel and Secretariat Meetings are held. These are organised a number of months in advance.

Description of Duties
Service Improvement
" Develop and maintain effective electronic and paper filing systems, to ensure information is kept securely and is accessible to other team members
" Maintain and use databases, inputting information from evidence received, and interrogating the database to analyse this information
" Contribute to effective information management within the team
" Assist with the management of effective business processes to facilitate the smooth running of the office
" Flexible approach to work in line with the needs of the investigation
Analysis & Judgment
" Act as a contact point for the investigation, dealing with and responding effectively to queries from families and other stakeholders and passing on relevant information to appropriate Secretariat and Panel members sensitively and autonomously
" Handle and process significant quantities of confidential and sensitive information on behalf of the Investigation, always ensuring the appropriate degree of confidentiality and discretion is adopted
" Use initiative to a significant level and demonstrate attention to detail in all aspects of work, managing competing demands and priorities
Communication
" Ensure appropriate and timely responses to all relevant correspondence
" Act as administration lead for most incoming issues to the Investigation's mailbox, allocating to Secretariat members as appropriate
" Act as a filter for incoming phone calls and personal visits to the office, relaying messages accurately and promptly, and solving simple queries. Where appropriate redirect to the s

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