Business Support Administrator

Job description

Job responsibilities

This role is to support our Operational and Governance teams in the delivery of corporate and clinical governance functions, technology and information (data) and administration activities. This will involve actions to ensure that services are delivering against all required compliance standards and provision of critical support services that are needed to facilitate this.

To provide business support, project management support and specialist administrative services to the Operations Manager & Senior Leadership Team (SLT).

To ensure that all services are supported operationally and clinically; managed by appropriate systems, procedures and processes.

The post holder will be proactive in managing their own workload, including supporting the preparation of papers for relevant Board/ Committee meeting(s) and managing any shared email accounts as required.

Technology & Digital Support

Collaborate with the IT Manager to maintain high standards of digital service across the organisation.

Install and configure devices (PCs, laptops, printers, telephones) with support from digital providers.

Hand over new IT equipment to users and provide initial support.

Diagnose and escalate hardware/software issues as needed.

Conduct periodic audits of digital assets and maintain accurate records.

Manage equipment stock levels, including ordering and disposal.

Support onboarding and offboarding processes by creating/removing user accounts on systems (e.g., EMIS, ICE).

Information & Data Analytics

Provide accurate reports to support performance management.

Perform data quality checks and resolve issues with IT support.

Create and distribute monthly activity reports for Extended Access Services.

Report on UGPC daily appointments and share with relevant stakeholders.

Set up clinician audits on EMIS and feedback results to the Clinical Director.

Information Governance

Support the development and maintenance of an information governance framework aligned with UK law and NHS standards.

Assist with Data Protection Impact Assessments and personal data requests.

Help develop information-sharing agreements and maintain the information asset register.

Review policies and procedures for compliance and assist with audits.

Governance

Support the Business Operations and Governance Lead in undertaking risk assessments as required.

Support team members in required audit processes e.g. role-based access, info governance.

Contribute to the organisational governance workplan by ensuring actions are logged, tracked, and updated.

Assist with the investigation of Significant Events and Learning Events, and coordinate the distribution of key learnings.

Provide support to ensure teams work to the requirements of SDHC policies and procedures, evidencing compliance with care, safety, effectiveness, and responsiveness standards.

Assist inspecific HR duties (e.g., supporting with certificate uploads or compliance audits) as required.

Marketing & Communication

Support the delivery of the organisational marketing plan.

Assist website development, ensuring content is accurate, engaging, and up to date.

Support management of website ContactUs form, coordinating with relevant teams to ensure timely and accurate responses.

General Operations Administration

Provide day-to-day administrative support to the Operations Team, including managing correspondence, collating information, and preparing routine documentation.

Maintain and update operational logs, trackers, and spreadsheets to support service delivery.

Assist with monitoring shared inboxes, ensuring timely responses or escalation to the appropriate team member.

Coordinate diaries, schedule meetings, book rooms, and prepare agendas and papers for operational meetings.

Service Delivery Support

Assist in collating operational performance data for regular reporting to service leads and managers.

Help maintain rota systems by entering updates, supporting validation, and ensuring accuracy of shift records where required.

Liaise with clinical and administrative staff to gather information needed for operational planning or problem-solving.

Assisting with Stock and consumables management

Support the coordination of clinics or appointments as required

Provide polite, professional first-line support to clients, patients, or stakeholders via phone or email.

Facilities Management

Maintain up to date asset registers and logs for all company assets.

Ensure all equipment is maintained including fire appliances and serviced as per manufacturers instructions

Ensure all electrical equipment is tested and maintained as part of an annual portable appliance testing regime.

Ensure appropriate signage and messaging is on display and liaise with Operations Manager regarding new content and ongoing improvements.

Person Specification

Skills, Knowledge, Abilities

Essential

• - Excellent organisational skills with ability to prioritise workload and manage time effectively to meet multiple deadlines in a busy environment
• - High levels of discretion, tact and diplomacy
• - Ability to always maintain confidentiality
• - Ability to use own initiative and work independently in line with agreed procedures
• - Able to deal with patients/colleagues in a professional and compassionate manner
• - Able to anticipate barriers and issues and take action to mitigate risks
• - Good keyboard and IT skills including knowledge of Microsoft Office (Outlook, Word, Excel, Teams and PowerPoint as a minimum)
• - Excellent communication skills (written, verbal and listening) across a range of individuals and groups (internal and external) whether in-person or via video/audio calls
• - Excellent customer service skills
• - Able to adapt to unexpected changes
• - Willingness to undertake further training if required

Desirable

• - Ability to train others in area of expertise
• - Awareness of clinical governance and risk management
• - Awareness of information governance, patient confidentiality and data protection requirements

Other

Essential

• - Ability to travel independently between locations in a timely manner as required in post
• - Reliable work record
• - DBS clearance if required
• - Some flexibility beyond core hours - working pattern will be discussed and agreed
• - Evidence that personal behaviour reflects SDHC values at an individual and team level

Qualifications

Essential

• Educated to GCSE standard or equivalent including English

Experience

Essential

• - Experience of collecting, analysing and interpreting data
• - Ability to analyse and interpret information
• - Ability to analyse data and trends to draw conclusions and assist decision making
• - Good knowledge of Office and Windows applications
• - Awareness of information governance, GDPQ, private notices and data sharing agreements
• - Experience of prioritising work and meeting deadlines
• - Understanding of office systems such as diary management, rota management, bring forward systems, computer filing systems
• - Able to communicate effectively and professionally both face to face and on the telephone with people at all levels
• - Demonstrated high standard of written and verbal communication skills
• - Demonstrating persistence in finding ways to overcome obstacles
• - Able to deal with patients/colleagues in a professional and compassionate manner
• - Able to anticipate barriers and issues and take action to mitigate risks

Desirable

• - Experience of supporting projects
• - Awareness of clinical governance and risk management
• - Previous experience of working in a primary care setting
• - Experience of using electronic systems/databases to ensure efficient management of processes

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

South Downs Health and Care Ltd (SDHC)

Address

Hillbrow Health & Wellbeing Ltd

1 Denton Road

Eastbourne

East Sussex

BN20 7SS

Employer's website

http://www.sdhc.org.uk/ (Opens in a new tab)