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Job overview

The post holder will be a highly motivated and enthusiastic individual who will work as an active member of the ICS People Function. The Senior Administrator will provide administration support to the Surrey 
Heartlands ICS Director of People and the Associate Director of Healthy Careers. The post holder will support these positions across their remit, providing proactive admin and secretariate services; including for example, the preparation of agendas and minutes, taking appropriate follow-up 
action as required. Supporting the leadership team with the management of projects, gathering information and analysing data, and undertaking enquiries as and when is necessary. 

As first point of contact, deal with, and respond effectively to, complex and highly sensitive queries from stakeholders and pass on relevant information to appropriate team members sensitively and autonomously.
Supply the relevant information required for financial management, support the Director of People and the Associate Director of Healthy Careers, and their teams, by checking and sending invoices for payment. Ordering stationery as required. Support the Director of People and the Associate Director of Healthy Careers in project management and participate in department events.
Input, monitor, and check data required for finite and ongoing projects.

The post is suitable for Agile working. The successful post holder may choose a base closest to their home address.

Main duties of the job

• Provide specialist secretarial/administration support and advice to the Deputy Director of People and the Associate Director of Healthy Careers, and their teams.
• Act as first point of contact on behalf of the Director of People and the Associate Director of Healthy Careers and use own initiative to deal with enquiries, escalating when appropriate.
• Sort and prioritise all incoming correspondence, distribute as appropriate
• Manage the electronic diaries, including arranging and changing appointments, prioritising these as appropriate
• Provide secretariate support to the ICS People Committee and its sub-committees, ensuring the agenda, papers, minutes and actions are created, actioned and circulated as per the terms of reference of the committee.
• Ensure all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner.
• Organise and plan regular events, and as necessary supporting information material.
• Work with all team members in the collection of information for performance reporting on relevant projects.

• Attend all mandatory training and ensure that continuous professional development is up to date.
• Participate annually in identifying, developing, owning and agreeing own development plan with line manager using the ICB Appraisal process.
• Comply with all ICB policies, procedures, and protocols.

Working for our organisation

Surrey Heartlands is a partnership of organisations working together - with staff, patients, their carers, families, and the public - to support people to live healthier lives. Surrey Heartlands developed into an Integrated Care Board (ICB) since July 2022, working through 4 Integrated, dynamic, and sustainable place-based partnerships (our Places), each working together to deliver a shared vision across Surrey.

The 4 Place partnerships are known as:

North West Surrey Alliance

Guildford and Waverley Alliance

Surrey Downs Health and Care

East Surrey Place

We have an ambitious vision for transformation and continuous improvement of health and care across our footprint and to deliver our objectives we need a team of capable, collaborative professionals who share the same vision. We are passionate about creating an inclusive workplace that promotes and values diversity. We know through experience that different ideas, perspectives, and backgrounds create a stronger and more creative work environment that delivers better patient outcomes.

We welcome all applications, especially those from underrepresented communities, including people with a disability, and those from Black, Asian and Minority Ethnic (BAME) backgrounds.

We are passionate about creating an inclusive workplace that promotes and values diversity. We know through experience that different ideas, perspectives and backgrounds create a stronger and more creative work environment that delivers better patient outcomes. We welcome all applications, especially those from underrepresented communities, including people with a disability, and those from Black, Asian and Minority Ethnic (BAME) backgrounds.

We have policies and procedures in place to ensure that all applicants are treated fairly and consistently at every stage of the recruitment process, including the consideration of reasonable adjustments for people who have a disability.

As part of the organisation’s commitment to achieving equality of opportunity for all staff, Surrey Heartlands ICB will consider all requests for flexible working on hiring. For most roles, the following types of flexibility are usually possible: flexible hours, compressed hours, part-time hours and/or job-sharing, and homeworking.

Many of our staff work flexibly in many different ways. Please talk to us at interview about any flexible working arrangements you would prefer or require. While we may not be able to fully accommodate all requests, such requests will not be referenced during the interview scoring process, and we will fully consider and try to accommodate them for successful applicants.

In accordance with the Rehabilitation of Offenders Act 1974, Surrey Heartlands Integrated Care Board will not discriminate against or dismiss the applications of candidates with spent convictions for posts which are not exempt from this legislation.