Administration Assistant for Work & Health Integration

5. Core Duties and Responsibilities (Key Result Areas) Key responsibilities will include: Provide administrative support to the WorkWell Steering Group and WorkWell Design and Delivery Group, and support key learning and change events as required across the programme with the partners of the programme for example; Primary Care Networks (PCNs), Local Authority (LA), Department of Work and Pensions (DWP), Department of Health and Social Care (DHSC), Job Centre Plus (JCP), Voluntary, Community, and Social Enterprise (VCSE). Planning & Organising Provide and coordinate administrative and secretarial services. Mange diaries and travel arrangements. Organise meetings and arrange events. Provide effective and confidential electronic diary management for the senior leadership team and other senior managers as appropriate. Plan and co-ordinate appointments, including rearranging and prioritising as appropriate. Provide support to senior team meetings including organising meetings, booking rooms, and ensuring papers are ready and distributed for meetings. Undertake the organisation and planning of events as directed. Organise travel arrangements for the wider team, booking rail and accommodation in accordance with policy. Gather information and undertake enquires for the senior leadership team and other senior managers, teams and the wider group as and when is necessary. Service Improvement Develop and maintain effective electronic systems ensuring information is secure and accessible to other team members. Support team members in the collection of information for performance reporting on relevant team activities. Run and collate reports, both qualitative and quantitative, including supporting with reports to the Board and senior management as required. Create databases and spreadsheets. Input, monitor and check data produced and required for on-going and finite activities. Analysis & Judgment Act as a point of contact for teams, dealing and responding effectively with complex queries from a wide range of stakeholders. Use judgement to pass on relevant information to appropriate team members sensitively and autonomously. Receive telephone calls for the department and use initiative to appropriately manage phone calls and messages. Undertake initial analysis of non-complex information, interpreting and presenting data to highlight issues, risks in support of decision making Provide and receive complex information which may contain contentious and sensitive information. Communication Be the key point of contact for enquiries and advice for the team. Ensure all urgent and/or confidential communications are received and distributed from/to relevant parties in an appropriate and timely manner. Handle routine correspondence and draft routine responses, ensuring that it is accurate and provided in a timely manner. Ensure that any complaints, comments and suggestions are dealt with appropriately, in accordance with policy, resolving where possible and escalating to line manager when appropriate. Prepare agendas, take minutes, track and follow up on actions and distribute of notes of meetings. Financial Management Supply relevant information required for financial management activities Order stationery and consumables for the department, ensuring they secured appropriately. People Management Train new starters to the team as appropriate. Provide cross cover for colleagues as required. Research & Development Participate in Research and Development activities as directed. Policy & Service Development Provide guidance and advice on relevant policies and procedures. Suggest amendments and/or new processes to support the effective running of the service. 6. Key relationships Establish and maintain collaborative working relationships with: ICB colleagues, Senior Managers and wider colleagues Local system stakeholders including healthcare providers and local authorities Other ICBs and WorkWell Vanguards; NHS England; Commissioning Support Unit Governing Body Members (clinical, managerial and lay) Executive Team GP Portfolio leads Primary Care Network Clinical Directors Member GP practices and other practice staff Public Health England ICS stakeholders including Health and Wellbeing Board members Patients, carers and communities Local professional committees (LMC, LPC, LOC, LDC) Academic Health Science Networks and Centres Voluntary Groups Other local and national organisations as required, including Regulatory Bodies. SMEs DWP

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