Band 5 Somerset System Coordination Centre Support Officer

at  NHS Somerset Integrated Care Board

Purpose of the role The SCC Support Officer will provide a full range of coordination, administrative, clerical and data entry support to the SCC Team. They will act as an initial point of contact for enquiries regarding the SCC. The role will include provision of administrative support in the tracking of data collections and assurance returns; processing of communications cascade; arranging meetings, developing agendas, and producing minutes/action notes. The post holder will be involved in maintaining our core SCC records and systems.
The postholder will work closely with the SCC Lead on ensuring the effective delivery of the SCC function. This will require the postholder to be confident in working autonomously to manage interactions through the SCC, whilst recognising when to escalate for support from the wider SCC or EPRR team. The postholder will be pivotal in ensuring SCC processes are maintained, reviewed where necessary and ultimately effective. The SCC provides a 7-day a week functional point of contact within the ICB from our providers, partners, and NHS England, in relation to operational delivery.
This includes the tracking and delivery of urgent data collections and assurance returns, and frequent cascades of important for information and for action communications. Key responsibilities of the role The post holder will be responsible for providing high quality administrative and coordination support to the SCC team. Key responsibilities will include: Planning and Organising Management of the System Coordination Centre inbox. Coordination of data collections and assurance returns.
Receiving telephone calls and email enquiries and using own initiative to process these, finding resolutions where applicable and escalating when appropriate. Acting as the first point of contact for the SCC Team. Maintenance and review of SCC processes and documentation. Support, monitor and report on project activities.
Provide support in the writing and finalising of papers, briefs, and communication pieces. Arranging meetings and appointments via the calendar system with both external and internal personnel. Support workshop and event planning, including content, ensuring that project teams are fully prepared for meetings with supporting paperwork and information. Co-ordinate speakers, distribute agendas, papers, and minutes for meetings as appropriate.
Book venues, catering and equipment for events, setting up rooms as necessary. Provide administrative support to the team as required, including taking minutes or notes of meetings. Contribute to the strategic planning of team activities, identifying interdependencies, and potential impacts on wider organisation, resource requirements and building in contingency and adjustments as necessary. Contribute to short, medium and long-term business plans.
Communication The post holder will need to work closely with key stakeholders within Somerset ICS including ICB colleagues, clinicians and other colleagues from provider organisations, public health, county council, district councils amongst others. Support collaborative working across health and social care organisations within Somerset including the third sector and patient and public representative organisations and groups. To work in close collaboration with other managers in the organisation to ensure good alignment of commissioning activities. Work closely with Patient Safety Partners to ensure the voice of the person is heard in delivery of our Patient Safety Strategy.
Planning and Organisation Deliver against organisational objectives, achieving quality outcomes, prioritising own workload, and working to tight deadlines. Support and inform teams on the targeting of resources, monitoring, implementing, evaluating and delivery of plans by providing sophisticated, high-quality information and analysis. Continually strive for delivering project/function outcomes, value for money and greater efficiency. Freedom to Act To use your own initiate and act independently regarding management of diaries, travel arrangements, and make appropriate decisions taking financial and logistical considerations into account.
To take forward specific project issues and actions. To assess and evaluate priorities to meet changes in demand. To work unsupervised and without direction on occasion, whilst recognising the need to refer to others for support/guidance when required. Working Conditions/ Effort Extensive VDU use.
Light physical effort e.g. may be required to move/carry stationery, transport material to meetings. Will have period of intense concentration, particularly when transcribing minutes. Must be able to manage frequent interruptions.
Occasionally a flexible time management approach is needed to respond to urgent needs of the team and service. To be able to work independently and able to prioritise own workload

Please refer the Job description for details