Band 4 System Workforce Programme Assistant

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Purpose of the role Somersets Integrated Care System (ICS) is a collaborative partnership that has identified local strategic and operational priorities for the countys health and social care services. A Somerset Integrated Care Strategy has been produced which focuses on improving the efficiency and performance across the Somerset health and care system with the main outcomes of improving the health of our population and the sustainability of the local care system. The Somerset ICS includes, but is not limited to, the following key stakeholders: Somerset Integrated Care Board Somerset Council Somerset NHS Foundation Trust Spark Somerset (Voluntary and Community Sector) GP Provider BoardThis post has a focus that is system-wide, working with all partners across the ICS, but is an employee of NHS Somerset Integrated Care Board (ICB)Job Purpose: You will be responsible for supporting all elements of the Somerset health and care workforce programme through our ICS People Plan and Strategy, and providing supportive administration for the managers and leads within the Workforce Programme Team.This may include organising workshops, conferences, meetings, and events; maintaining and managing distribution lists; accurately recording information and actions from sensitive and complex meetings; maintaining and managing project records, key documents, and databases; providing relevant updates/reports and other proactive communications, whilst at all times maintaining good relationships with colleagues across the Somerset health and social care system. There may be specialist areas of work that this post holds for the team and the wider ICB Workforce Directorate, providing appropriate representation, for example around internal cybersecurity meetings and developments with Microsoft Office, feeding back to enable learning within directorate teamsDuties and ResponsibilitiesCommunication and Key Working Relationships Initiate communications and respond to enquiries relating to the ICS workforce programme in a confident, helpful, and proactive manner face to face, by telephone or email with internal stakeholders from the organisations across Somerset including trade unions, as well as external stakeholders, e.g.

voluntary sector, patient and public involvement groups and national bodies. Communicate and receive complex, sensitive information, both written and verbal, across the multi-disciplinary team and external organisations, maintaining confidentiality at all times. Work with project leads and administrators across the ICS and internally, where appropriate within the ICB to ensure project administration delivered effectively. Act as an ambassador for the workforce programme, maintaining good relationships with staff and teams across the footprint.

Produce and maintain high quality documents, plans and simple databases using Word, Excel, and PowerPointPlanning and Organisation Provide reliable and consistent administrative and programme support to the ICS Workforce Programme Team and associated groups, prioritising workload and dealing with or referring enquires as appropriate and ensuring the smooth and efficient running of the office and always maintaining confidentiality. Plan and organise meetings, events, conferences and workshops, and the associated booking of venues. Carry out general office administration, maintenance of electronic filing systems and record keeping and to formulate straightforward responses in support of the Workforce Programme. Produce monitoring reports/returns to NHS England (NHSE) and other bodies as required.Policy, Service, Research & Development Responsibility May be required to undertake simple desktop research under the direction of the managers of the Workforce Programme TeamResponsibility for Finance, Equipment & Other Resources Order/receipt stationery and other office supplies Raise orders and process invoices as required for work commissioned within the workforce programme.

Maintain staff records as required, e.g. leave/ absence records. Order IT equipment and other on-boarding activity for new staff within the ICS Workforce TeamResponsibility for Supervision, Leadership & Management No formal supervisory responsibilities are included within the duties of this post Work under own initiative managing prioritising own workload to deliver agreed objectives. Review own skills and level of performance whilst seeking out opportunities to learn new skills that will enhance capability.

Provide support and training to other administrative staff as neededInformation Resources & Administrative Duties Maintain and manage reliable information and scheduling using a range of Microsoft applications, for example, Outlook, Word, SharePoint, Excel Prepare agendas and collate and distribute papers for the ICS People Delivery Group (PDG) and relevant subgroups/project groups and other meetings as required. Extract and summarise relevant decisions and actions from the PDG and other key meetings. Manage and bring forward documents and papers as required for meetings/workshops and devise systems to facilitate recall as necessary. Undertake minor project work as needed, initiating the project, keeping to timelines, and preparing summary reports.

Maintain confidentiality and discretion and comply with the ICB Information Governance Policies and Procedures at all timesReview of this Job DescriptionThis job description is intended as an outline indicator of general areas of activity and will be amended in the light of changing service needs. This job description is to be reviewed in conjunction with the post holder on an annual basis.