Job Overview

The IPAC Team is looking for a part-time Business support officer to join the team on a 30 hour weekly basis for a fixed term contract to cover maternity leave. The post holder will be a key member of the Infection Prevention and Control (IPaC) Team.  You  will administer and provide comprehensive support within the IPaC Service and across Health and Community Services, providing an administrative, analytical and advisory support service. The post holder will provide individual contribution working within a team, offering first line support to services.

For an informal discussion please contact Karen Jones on 07797932118 or K.Jones@health.gov.je 

Job Purpose

• The post holder will support the Infection Prevention and Control (IPaC) Team in operational performance.
• This post will consist of the full range of administration and secretarial duties, requiring the ability to work innovatively, using own initiative whilst prioritising own workload.
• Experience of Microsoft Office software is essential

Statutory Responsibilities

Active engagement, participation and compliance with any other statutory responsibilities applicable to the role, as amended from time to time.

Job Specific Outcomes 1 of 2

• Provide a broad range of high level administrative support services to the IPaC team,
• Respond to practical queries using initiative and judgement to prioritise tasks and duties,
• Organise, input into and monitor databases to ensure accurate recording; undertake analysis and produce non-standard reports
• Proactively review relevant systems and processes within own area of work and make recommendations to continuously improve efficiency and performance,
• 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.
• Develop and maintain an awareness of other teams and services activities, building positive relationships with them to ensure a collaborative service is provided to the business.
• Responsibility of processing of invoices for payments on relevant finance systems, and any relevant financial administrative processes required on behalf of management
• To 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 managers to ensure the integrity, data quality and production of management information is accurate to meet the requirements of performance review meetings.
• Support the Services when there are major incidents, providing administrative support to ensure the IPaC Service can focus on responding to the islands needs.
• Attend and participate in IPaC Team meetings, contributing ideas for the improvement of the service and maintaining confidentiality of the issues discussed at all times

Person specification

• Good knowledge of Word, Excel and Powerpoint
• Ability to produce accurate work
• Ability to undertake a range of administrative procedures
• Ability to organise and prioritise work
• Ability to communicate in a polite, friendly and helpful manner in person and on the telephone
• Excellent numerical and literacy skills in order to undertake a range of tasks
• Experience of organising and minuting meetings with a range of people that may be highly confidential.

Qualifications

• Educated to and A level standard or NVQ level 3 in Business Administration or equivalent experience
• Proficient in using computer applications e.g. Microsoft Office;
• Experienced in administration.

Knowledge

• Knowledge of operating across a number of systems and adjusting to specialist systems
• Highly skilled in use of computer systems to enter data and retrieve data
• Understanding of the importance of partnership working
• Knowledge of the States of Jersey corporate policies such as Data Protection, Freedom of Information
• Evidence of working at pace in a complex multi-stakeholder environment.

Technical Work Based Skills

• Proficient in using computer application’s e.g., Microsoft office, outlook, excel. Publisher, PowerPoint and Microsoft Teams
• Highly organised, able to deal with multiple competing priorities and a high workload.
• Ability to communicate confidently.
• Attention to details and ability to record information and data accurately with minimum supervision
• Excellent administration skills.
• Evidence of working at pace in a complex multi-stakeholder environment.

General skills / attributes

• Effective communications skills, excellent interpersonal skills and a high level of sensitivity, communicate with a range of professional groups and all levels of staff.
• A high degree of integrity, confidentiality and diplomacy and ability to deal with emotional and difficult information and a high degree of emotional resilience.
• Ability to manage own workload within agreed timelines and escalate issues as they arise
• Organised and self-motivated
• Ability to work with minimal supervision.
• Attention to detail

Experience

• Experienced in administration.
• Experience of working for senior managers.
• Experience of supporting in a business administrative capacity
• Experience of working with a range of stakeholders.

Personal Attributes

• Appointees to this role will be required to adhere to and perform their duties in line with the standards identified in the States of Jersey tier 6 core accountabilities attributes and behaviour indicators.

Job Description

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