Learning Disability, Autism and Neurodivergence Administrator - NHS - ref. u0508123

Our commitments to you

We welcome applications irrespective of people's age, disability, sex, gender identity and gender expression, race or ethnicity, religion or belief, sexual orientation, or other personal circumstances. We have policies and procedures in place to work towards ensuring that all applicants are treated fairly and consistently at every stage of the recruitment process, including the consideration of reasonable adjustments for people who have a disability.

Applications are warmly welcomed from applicants who wish to apply for a position on the basis of a smarter or flexible working arrangement. Where candidates are successful at interview, such requests will be taken under consideration and we will aim to accommodate these wherever the needs of the service allow.

BSW ICB seeks to be a supportive, caring employer and expects all colleagues to behave in a professional and respectful manner and to demonstrate our values. These values underpin our vision for the people of Bath & North East Somerset (Banes), Swindon & Wiltshire, that through an integrated care model local people will live well in a supportive community with joined up care which is underpinned by specialist expertise, and delivered in the best place, by the most appropriate people.

Please note that on 1^st July 2022, Banes, Swindon & Wiltshire CCG will cease to exist. At this time the Integrated Care Board (ICB) in BSW will be established, to be known formally as NHS BSW ICB. NHS BSW ICB assume all the commissioning functions from BSW NHS Commissioners.

Job overview

Please note this organisation does not hold a sponsorship licence, we regret to inform you that we are unable to consider applications from individuals who require sponsorship.

Highly motivated and enthusiastic individual to provide and coordinate administrative and secretarial services; including for example, the preparation of agendas and minutes, taking appropriate follow-up action as required. Supporting the team with the management of Operational activities, projects, gathering information, reporting, and undertaking enquires as and when is necessary for the head of department, teams and the department.

Main duties of the job

Taking telephone calls for the department when out of the office and expected to use their initiative to deal with phone calls and messages.

Sorting and prioritising all incoming mail and e-mails to a range of LDAN mailboxes and distributing as appropriate.

Managing the electronic diary for the department, including arranging and changing appointments, prioritising these as appropriate.

Undertaking administrative duties such as photocopying and mail-out distributions.

Ensuring all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner.

Organise LDAN Practice Forum managing attendees, requests, letters and associated administration.

Supporting a range of meetings and events including the Dynamic Support Register (DSR), Care (Education)Treatment Reviews (C(E)TRs), Local Area Emergency Protocol and Multi Agency Discharge events. Support includes organising and recording meetings, data entry and tracking actions.

Working for our organisation

If you are offered employment with us, you will have the opportunity to join a friendly, quality focused and dynamic team that is supportive and cares about your working experience and your wellbeing.

BSW ICB have adopted agile working so this means the successful applicant will predominately be working from home but may be requested to work in any one of the ICB’s office bases across BaNES, Swindon and Wiltshire. You will also have a contractual base within the BSW ICB office where your team is based.

Benefits BSW ICB offer include:

• NHS Pension Scheme
• Generous NHS annual leave entitlements commencing at 27 days per year rising to 33 days per year, pro rata, plus bank holidays
• Flexible working
• Modern IT equipment and an in-house IT help facility
• Colleague wellbeing support through a Staff Support Service and a wealth of wellbeing guidance and offers
• Colleague engagement forums and events
• Financial wellbeing guidance and benefits (including NHS staff offers, health service discounts, cycle scheme, car lease scheme, money helper service)
• Opportunities for learning through training and continuous development
• Opportunity to buy additional annual leave

Detailed job description and main responsibilities

Distribute Key lines of enquiry (KLOE) and assign actions on DSR system.

Calendar management of key LDAN meetings and events.

General support with patient records and administration of System One, CareTrack and Inpatient Tracker.

Support the BSW Keyworker Service, including data inputting, creating reports, meeting minutes and supporting the management of the Keyworker processes.

Maintain an understanding of the Keyworker Service and assist the team members as required to facilitate the delivery of the Keyworker Function.

Ensure that all complaints, comments and suggestions are dealt with appropriately, in accordance with policy, resolving where possible and escalating to line manager when appropriate.

Organising and planning events as necessary supporting information material.

Participating in department events.

Supporting the LDAN Programme and Project Management including organising meetings, taking minutes, updating project documents and following up actions.

Inputting, monitoring and checking data, required for operational work, and ongoing projects within the teams.

Coordinating data returns for the LDAN team and supporting submission on a monthly schedule.

Administrative support of Funding Requests.

Working with all team members in the collection of information for performance reporting on relevant team projects.

Acting as a point of contact for teams, dealing and responding effectively with complex queries from stakeholders and passing on relevant information to appropriate team members sensitively and autonomously.

Supplying the relevant information required for financial management, supporting the head of department and teams by checking and sending invoices for payment. Ordering stationery as required.

Running and collating reports which may include reports to the Board and senior management as required.

Developing and maintaining effective electronic and paper filing systems, to ensure that information is kept securely and is accessible to other members of the team.

Preparing agendas, taking minutes and distributing notes of meetings including typing up of group discussions and interviews as necessary.

To provide administrative support including when appropriate to all team members to support a range of department initiatives.

Working together with other administrators/PA’s within the organisation to provide an effective network of communication including dealing with visitors to the base and being flexible to cover other administrators’ general duties on the base.

Providing guidance and advice on relevant policies and procedures.

Participate in Research and Development activities as directed.

To carry out other appropriate delegated duties as required.

The job description and person specification are an outline of the tasks, responsibilities and outcomes required of the role. The job holder will carry out any other duties as may reasonably be required by their line manager.

The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the Department and the Organisation.

Person specification

Knowledge, Training and Experience

• Educated to NVQ 3 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.
• Significant administrative/ secretarial experience including initiating and maintaining office systems.
• Demonstrable experience in dealing with the public and dealing with sensitive and confidential information.
• Intermediate knowledge of IT systems and software programmes such as Outlook, Word, Excel, Powerpoint and Access.
• Understanding of Confidentiality and Data Protection Act.
• Knowledge of NHS Commissioned Services and Challenges.

• Knowledge of Project practices and requirements.
• Experience of managing email mailboxes and accompanying responsibilities.
• Experience of handling patient level information or sensitive information in a range of settings.

Communication skills

• Clear communicator with excellent writing, data entry and presentation skills: capable of constructing and delivering clear information/ instructions to colleagues and service users.
• Ability to work under pressure in a busy working environment and able to multi-task.
• Effective team working.
• Minute taking.

Declarations of interest must be made in the supporting information section of any application. If an applicant does not have an interest to declare they should clearly state ‘No interests to declare’ within the supporting information section.

Please note that failure to provide information about an interest or a ‘No interests to declare’ statement at this stage of the application process will result in your application not being considered.