Cancer Programme Team Administrator

at  NHS Shropshire Telford and Wrekin Integrated Care Board

We are looking for an experienced Team Administrator to join our friendly Cancer Programme Team. The post holder will provide a quality, comprehensive administrative and project support function. We are looking for a creative, dynamic individual who has previous experience of working in an administrative role. A high degree of accuracy and attention to detail is essential along with excellent organisational, communication skills and advanced Microsoft Office skills including Microsoft Teams.
The role includes supporting complex queries from stakeholders, organisation of office systems including maintaining correspondence logs, electronic diaries, minute taking, action plans and transcription of formal meetings, along with a range of other administrative functions. It is a demanding role involving analysing and dealing with complex and highly confidential challenges, handling internal and external relationships and requires excellent organisational and prioritisation skills with the ability to work in an unsupervised capacity.
NHS STW was established on 1 July 2022 as part of the Shropshire, Telford and Wrekin Integrated Care System (ICS) and is responsible for the strategic planning, commissioning, and monitoring of health and care services from a range of providers, to support our local population. These include GP and primary care services, hospital care, community healthcare and mental health services. We also have a duty to monitor these services to ensure they provide a high level of care and are value for money. We are clinically led and work closely with the 51 GP practices across the county.
In return, we provide a supportive environment in which to learn and develop, with the opportunity to further your skills and career within an exciting and evolving environment. Joining our inclusive and innovative team comes with a range of benefits including flexible & agile working arrangements, pension scheme and generous annual leave allowance. With our training schemes and support networks, you will be empowered to play a leading role in the future of healthcare, whatever your specialism or interest.
NHS Shropshire, Telford and Wrekin currently have an agile working policy, with a combination of working from home and office-based work. The role will require a minimum of 40% of the working week to be spent in the office at Wellington Civic Offices.

The post holder will work flexibly across the Cancer Programme team portfolio to provide support to the entire team contributing to the successful delivery of high quality projects and specifically the post holder will:

• To provide a comprehensive administrative service to the team to support in the delivery of an efficient and high-performing service.
• To act as a point of contact for the team, including monitoring of the generic Cancer Programme Inbox and any other relevant inboxes.
• Supporting with and responding effectively to complex queries from stakeholders and passing on relevant information to appropriate team members sensitively and autonomously.
• To arrange, attend and produce action logs from large-scale transformation programmes and occasional project groups as and when required by the Programme Leads in the team, but dependent on administrative team capacity, ensuring all paperwork is circulated prior to attendance.
• To organise, administer and minute key meetings as directed by the Cancer Programme Lead
• To obtain briefing papers for forthcoming meetings and events to ensure the team are fully briefed in advance.
• To organise complex meetings, including canvassing for dates, arranging venues and catering.
• To circulate agendas and prepare enclosures in consultation with managers.
• To support with the coordination of primary care cancer education sessions.
• To support the maintenance of online systems which the team may utilise to share educational and informative resources for primary care.
• To support with data extraction as appropriate, which will be guided by senior members of the team.
• Support senior colleagues in relation to feedback to primary care, in relation to cancer pathways.
• To support with the collation of any feedback from primary care, as directed by senior colleagues.
• To develop key relationships with colleagues in primary care, for example cancer care coordinators, which will promote collaborative working and positive relations.
• To support the team with occasional formatting of reports, papers, presentations, documents, and correspondence as required, within specified timescales and distribute accordingly.
• To manage electronic diaries for the team and any other colleagues as appropriate, including arranging and changing complex meetings and appointments, prioritising these as appropriate.
• To plan ahead to ensure peaks and troughs in workload are identified and prioritised in liaison with Cancer Programme Lead / Deputy Director of Delivery Assurance.
• To support the team in project management, inputting, monitoring, and collating and checking data and participating in project and department events.
• To respond to any financial management queries with regards to invoices and ensure all invoices allocated to the department are approved in a timely manner and forwarded as appropriate.
• Support the team with the raising of purchase orders on the Oracle system.
• To develop and maintain appropriate electronic filing systems for the team to ensure information is kept securely and is accessible to other members of the team.
• Provide an Information Asset Administrator function to support the Information Asset Officer as and when required.
• Support the team on the process and any associated requirements for new starters and leavers.
• Support with the maintenance of a centrally held log of HR information for the team from line managers, including sickness absence, annual leave, special leave, appraisals and 1:1 record etc.
• Support line managers in proactively identifying any sickness absence triggers.
• Support line managers in the proactive arranging of appraisals/objective setting in line with the policy pay progression requirements.
• Support with the co-ordination of complaints, queries, and Freedom of Information requests to the correct staff member, maintaining a log, and where appropriate ensuring they are completed and closed by the required deadline.
• Administering communications to the wider team, including reminders to ensure maintenance of work logs, risk logs and mandatory training.
• To participate in staff development processes on an annual basis, identifying and agreeing own development needs within Directorate objectives.
• To always maintain confidentiality.
• To adhere to ICB policies and procedures
• To undertake any other duties commensurate with the Band of the post.

Please refer the Job description for details