Administrative Support - Coventry & Warwickshire Integrated Primary Care Board
Hours: 37.5 hours per week
Contract: Permanent
Working pattern: Full-time, or the hours may be split across two part-time roles.
Location: Hybrid. Mixture of office & home based.
We are looking for an organised, proactive and enthusiastic Administrative Support professional to join our team.
This role will provide key administrative support to the General Manager and wider service team, supporting core business activities as well as the delivery of our Fit Note Reform Pilot. The role will continue to develop as new services and projects come on board.
We are looking for someone with excellent organisational and communication skills who can manage competing priorities, work confidently with a range of stakeholders and take ownership of their work.
Key responsibilities
Meeting support
- Prepare documentation packs for meetings under the guidance of the General Manager.
- Coordinate and manage meeting arrangements, including Operations, Board and Clinical Leads meetings, as well as future committees and working groups.
- Ensure attendees are aware of meeting dates and receive relevant documentation at least 7 days in advance.
- Take accurate minutes and record and circulate actions following meetings.
- Ensure meeting documentation is saved appropriately within CWIPC SharePoint.
Trackers and documentation
- Maintain and regularly update key organisational trackers, ensuring information remains accurate and up to date.
- Support the maintenance of the Contract Tracker, Policies and Procedures Tracker, SOP and Protocol Review Log and Tender Application Tracker.
- Ensure documentation is appropriately organised and maintained.
SharePoint management
- Maintain the CWIPC SharePoint site, ensuring information is current and accessible.
- Archive outdated versions of documents appropriately.
- Maintain an organised filing structure and avoid duplication of folders and documentation.
CQC support
- Support the General Manager with preparing and updating documentation for CQC reviews.
- Liaise with SWGP Federation and CRGPA to obtain relevant documentation relating to services.
- Help ensure the organisation remains on track with CQC requirements and update project plans as required.
Events and project support
- Support the General Manager with setting up and coordinating working groups.
- Work closely with Communications colleagues to ensure documentation is prepared and shared in a timely manner.
- Maintain project and action plans.
- Share key correspondence with working groups.
- Liaise with external organisations and agencies regarding areas such as sponsorship, room bookings, costs, catering and invitations.
General administration
- Prepare, type and format documents as required by the CWIPC Board and General Manager.
- Provide general administrative support across the organisation.
- Undertake any other administrative duties reasonably required to support the team and organisation.
This list is not exhaustive, and the role will evolve as the organisation and its services develop.
About you
We are looking for someone who is:
- An excellent communicator, both verbally and in writing.
- Highly organised with excellent administrative skills.
- Able to prioritise workloads and meet deadlines, even when working under pressure.
- Confident working independently and as part of a wider team.
- Able to build effective working relationships with colleagues, senior managers and external partners.
- Proactive, reliable and accountable for their work.
- Flexible and enthusiastic, with a positive approach to new challenges.
- Able to work in line with policies and procedures, including confidentiality, safeguarding, information governance and health and safety requirements.
- Comfortable working with a wide range of IT systems and software packages.
Experience and qualifications
Essential:
- Experience of supporting senior or board-level management.
- Excellent IT and administrative skills.
- Experience of working with internal and external stakeholders at different levels.
- A secretarial, administrative or business qualification, or demonstrable equivalent work experience.
- Demonstrable commitment to professional and personal development.
Desirable:
- Experience of working within a health or social care environment.
- Experience of working in an administrative or customer service role.
- Experience of dealing with members of the public in a professional and courteous manner.
What we are looking for
Previous experience within health and social care would be advantageous, but we are particularly interested in someone who demonstrates strong organisational skills, professionalism, initiative and a willingness to learn.
Training and support will be provided where required, and the successful candidate will have the opportunity to develop their skills as the role and organisation grow.
If you are an organised and motivated administrator who enjoys working with people, managing multiple priorities and supporting a busy team, we would love to hear from you.
Pay: £30,303.00 per year
Experience:
- Administrative: 2 years (required)
- supporting senior & board level management: 1 year (preferred)
- IT systems: 2 years (required)
Work authorisation:
- United Kingdom (required)
Work Location: In person
