Job Purpose

To administer and provide comprehensive support within the Business support function, and across Health and Care Jersey, providing an administrative, analytical and advisory support service.

The post holder will provide individual contribution working within a team, offering first line support to the department.

For more information, please contact Andrew Norman on a.norman@health.gov.je

Statutory Responsibilities

• Active engagement, participation and compliance with any other statutory responsibilities applicable to the role, as amended from time to time.
• The post holder will have to comply with all the relevant States Laws, such as the Health and Safety at Work (Jersey) Law 1989 and any other associated legislation, standing orders, Financial directions, and other relevant Codes of Practice.
• In respect of managing the key organisation requirements of programmes and costs through the active management of procurement, approval, financial and administrative procedures.
• To be responsible for your own Health and safety and that of your colleagues, in accordance with the Health and Safety at Work (Jersey) Law 1989.
• Work in accordance with the Data protection (Jersey) Law.

Job Specific Outcomes 1 of 2

• Provide a broad range of high level administrative support services to the Clinical Investigation department, incorporating Cardiac, Respiratory, Community Oxygen, Neurology and Gastric sections using initiative and drawing on experience to identify and anticipate departmental needs and respond accordingly.
• Respond to practical queries using initiative and judgement to prioritise tasks and duties, providing a customer focused service to all.
• Organise, input into and monitor databases to ensure accurate recording, undertake analysis and produce non-standard reports to provide the department with the information required to support decision making.
• Proactively review relevant systems and processes within own area of work and make recommendations to continuously improve efficiency and performance, contributing as part of the wider departmental team.
• Communicate and share relevant information with stakeholders as directed by more senior colleagues, to promote collaborative working and to keep stakeholders up to date with events, meetings and activities.

Job Specific Outcomes 2 of 2

• Develop and maintain an awareness of other teams and service activities, building positive relationships with them to ensure a collaborative service is provided for the organisation.
• Responsibility of processing purchases/invoices on relevant purchasing systems, and any relevant financial administrative processes required on behalf of management ensuring they adhere to the relevant finance public manual.
• Maintain confidentiality of highly sensitive personal information to ensure compliance with data protection requirements.
• Create and update performance measurement tools providing advice and support to senior colleagues to ensure the integrity, data quality and production of management information is accurate to meet the needs of performance review meetings.
• Support the services when there are major incidents, providing administrative support to ensure the service in question can focus on responding to the Island needs.

Qualifications

• Educated to A level standard, or NVQ level 3 in business administration or equivalent experience.

Knowledge

ESSENTIAL

• Knowledge of operating across a number of IT systems and adjusting to specialist systems
• Knowledge of supporting in a business administrative capacity

DESIRABLE

• Knowledge of medical terminology

Technical Work Based Skills

• Using of computer systems to enter and retrieve data.
• Proficient in using computer applications e.g. Microsoft Office.
• Attention to detail and ability to record information accurately and with minimum supervision.
• Strong communication skills required, primarily for the purpose of giving and receiving information, but frequent contact with a wide range of individuals is also required.
• Frontline contact for the department for public, patients and full range of health professionals with accuracy and empathy.

General skills / attributes

• Ability to accurately record information and data.
• Ability to manage own workload within agreed timelines and escalate where issues arise.
• Organised and self-motivated.
• Communicate effectively with colleagues to request or transmit information, ask questions, get clarification, exercise tact etc.
• Be able to deal with challenges autonomously, some with a moderate level of complexity.
• Be able to operate within a number of specialist IT and software systems.

Experience

• Practical relevant work experience in the provision of broad administrative support within a complex business model.
• Ability to manage a varied workload.
• In depth understanding of administrative methods that have been learned and developed through job experience.