Job summary
The post holder will act as the Digital Business Support officer/Analyst to the Chief Digital Information Officer (CDIO), providing secretarial and administrative support. The role will provide high level diary support for the Chief Digital Information Officer and Chief Privacy and Assurance Officer, within a forward-thinking, transformational Digital Services Department.
To assist the CDIO and the Chief Privacy and Assurance officer to develop and maintain the operational management of the Digital Services.
Ensuring that appropriate systems are in place for the smooth delivery of service across Digital.
To be a key resource to the CDIO and other members of the Senior Management Team where appropriate in delivery of key performance targets set by the Care Quality Commission (CQC).
To provide Business Management support for Digital services whilst managing own workload and acting independently with the aim of maintaining an efficient standard of service with a high level of confidentiality, in accordance with the requirements of the Service.
Career Progression pathways and development opportunities:
We are committed to get the very best out of our staff and support staff in their career aspirations. We have career pathways available, where you will be able to develop your skills and build on your experience to progress into other roles across different specialties. In addition, we offer ongoing training and development in conjunction with the BCS membership.
Main duties of the job
Key Responsibilities:
To provide a comprehensive, high quality and confidential businessmanagement service to the Chief Digital Information Officer and Chief Privacy and Assurance officer.
The post holder will be responsible for the provision of an efficient and effective administrative service that enables their CDIO to support the delivery of high-quality patient care.
The post holder will need to acquire and utilise a wide, in-depth knowledge of their directorate priorities and work with senior leaders to achieve the delivery of complex multi-agency priorities.
To be proactive in organising and prioritising workload, working on own initiative in the absence of the CDIO.
To establish and use effective administrative working protocols and practices with the ability to continually improve systems.
To provide proficient administrative support, using appropriate software packages, working to timescales and to very high standards of accuracy.
To plan and organise complex multi-agency meetings, undertaking research as required.
Flexible working:
As one of the few Trusts in London we are proud to offer flexible working as part of our new ways of working, and we are happy to talk flexible working at the interview stage. In this role you will be able to work Monday to Friday in the time frames from 8am to 6pm, giving you the very best of good work life balance.
About us
Digital Services (DS) are committed to providing digitised IT & services, building networks which connect devices, objects, processes and people. Our cross-functional DS teams' approach/model is to continuously develop and deliver automated systems, with optimised processes adding value, by supporting and giving staff back time by releasing them from manual frequently undertaken and repeatable processes.
About our location:
The Digital Services team are based across various sites:
Maudsley Hospital (headquarters)
Our Trust headquarters is located at Denmark Hill less than 5 minutes from the train station (zone 2) and is within walking distance from the beautiful green spaces of Ruskin park and the vibrant high-street that offers great shopping opportunities and with a wide range restaurants.
St Pauls
St Pauls is located within the Bromley area and is less than 10 minutes from the train stations (Bromley South, Bromley North and Shortlands) It is within walking distance from the beautiful green spaces of Bromley Park and the vibrant high-street that offers great shopping opportunities and with a wide range restaurants.
Bethlem Royal Hospital
Bethlem Royal Hospital is based in a beautiful setting in over 200 acres of green space in the London Borough of Bromley, South East London. The hospital has easy access to nearby main roads and have offers free parking. The site is within walking distance from of Eden Park and West Wickham overland stations.
Job description
Job responsibilities
Key Responsibilities:
1. To provide a comprehensive, high quality and confidential business management service to the Chief Digital Information Officer and Chief Privacy and Assurance officer.
2. The post holder will be responsible for the provision of an efficient and effective administrative service that enables their CDIO to support the delivery of high-quality patient care.
3. The post holder will need to acquire and utilise a wide, in-depth knowledge of their directorate priorities and work with senior leaders to achieve the delivery of complex multi-agency priorities.
4. To be proactive in organising and prioritising workload, working on own initiative in the absence of the CDIO.
5. To establish and use effective administrative working protocols and practices with the ability to continually improve systems.
6. To provide proficient administrative support, using appropriate software packages, working to timescales and to very high standards of accuracy.
7. To plan and organise complex multi-agency meetings, undertaking research as required.
8. To screen and distribute all mail (including emails), drawing attention to urgent issues, drafting and sending without reference, response to routine correspondence.
9. To produce and communicate a range of complex and often sensitive information to support the directorate service planning, improvement and change.
1. To manage appropriately and in a confidential manner all telephone and personal enquiries, providing an accurate record and follow-up action.
11. To ensure the establishment and maintenance of appropriate databases and staff records; completing sickness/absence returns for the Directorate, maintaining annual leave records and alerting the CIO of any potential cover arrangements required.
12. To develop and maintain all webpages relating to the CDIO and their directorate ensuring they are updated regularly.
13. To review Board Committees and Executive Management Committee agendas and assist with the production of papers to ensure they are submitted in time.
Project and Business Support
1. To manage designated business support and project tasks as required by the CDIO and Business Lead.
2. Contribution to development of overall programme management plans to support the co-ordination of programme and project activity
3. Support the development of business cases/funding applications as required these may be for internal or external stakeholders
4. Provide support to Senior Management Team to help them to develop, implement and monitor projects and resolve issues and ensure all project documentation is organised and maintained to a good standard
5. Carry out simple analyses of clinical/project data, including presenting data in a variety of formats
6. Develop and maintain accurate and up-to-date reporting systems, including scorecards and checkpoint reports, updated regularly for performance reporting, and identify and escalate concerns about performance. This should include recommendations for improvement to systems as appropriate
7. Assist with qualitative and quantitative evidence collection, analytical input and collation of relevant information/data for papers and reports
8. Undertake such duties and responsibilities as may be assigned from time to time and may reasonably be associated with the normal level of duties of the post.
9. To provide project support to the directorate, booking appropriate venues, speakers and hospitality, working to deadlines and project planning associated administrative tasks.
Meetings
The post holder will be responsible for supporting the Digital Board committees and such meetings that fall within the responsibility of their CDIO and Chief Privacy and Assurance officer - Duties include:
1. To format, collate and distribute papers in advance of meetings by use of electronic systems (Email, TEAMs etc).
2. To draft agendas, matters arising and papers undertaking research as required.
3. To attend meetings of the committees within the directorate, take minutes/Actions of proceedings and circulate as appropriate.
4. To liaise with the meeting Chair to distribute minutes and ensure that any appropriate actions are followed up and reported to the next meeting.
5. To devise and implement a forward planning function to ensure agenda items of the Board committees are addressed in an appropriate timely manner which includes production and management of annual work plans for each committee.
6. To ensure appropriate meetings rooms, refreshments and equipment are booked in readiness for each meeting.
7. To maintain a list of attendances at Board committees and associated meetings.
People Management
1. Provide specialist training, advice, and support on own role/responsibilities where necessary.
2. Support training and induction of new staff.
3. Support and co-ordinate the recruitment process within Digital Services including submission of approvals, adverts and interview dates.
4. Lead on the Healthroster process and co-ordination for the Directorate including being a super user
Job description
Job responsibilities
Key Responsibilities:
1. To provide a comprehensive, high quality and confidential business management service to the Chief Digital Information Officer and Chief Privacy and Assurance officer.
2. The post holder will be responsible for the provision of an efficient and effective administrative service that enables their CDIO to support the delivery of high-quality patient care.
3. The post holder will need to acquire and utilise a wide, in-depth knowledge of their directorate priorities and work with senior leaders to achieve the delivery of complex multi-agency priorities.
4. To be proactive in organising and prioritising workload, working on own initiative in the absence of the CDIO.
5. To establish and use effective administrative working protocols and practices with the ability to continually improve systems.
6. To provide proficient administrative support, using appropriate software packages, working to timescales and to very high standards of accuracy.
7. To plan and organise complex multi-agency meetings, undertaking research as required.
8. To screen and distribute all mail (including emails), drawing attention to urgent issues, drafting and sending without reference, response to routine correspondence.
9. To produce and communicate a range of complex and often sensitive information to support the directorate service planning, improvement and change.
1. To manage appropriately and in a confidential manner all telephone and personal enquiries, providing an accurate record and follow-up action.
11. To ensure the establishment and maintenance of appropriate databases and staff records; completing sickness/absence returns for the Directorate, maintaining annual leave records and alerting the CIO of any potential cover arrangements required.
12. To develop and maintain all webpages relating to the CDIO and their directorate ensuring they are updated regularly.
13. To review Board Committees and Executive Management Committee agendas and assist with the production of papers to ensure they are submitted in time.
Project and Business Support
1. To manage designated business support and project tasks as required by the CDIO and Business Lead.
2. Contribution to development of overall programme management plans to support the co-ordination of programme and project activity
3. Support the development of business cases/funding applications as required these may be for internal or external stakeholders
4. Provide support to Senior Management Team to help them to develop, implement and monitor projects and resolve issues and ensure all project documentation is organised and maintained to a good standard
5. Carry out simple analyses of clinical/project data, including presenting data in a variety of formats
6. Develop and maintain accurate and up-to-date reporting systems, including scorecards and checkpoint reports, updated regularly for performance reporting, and identify and escalate concerns about performance. This should include recommendations for improvement to systems as appropriate
7. Assist with qualitative and quantitative evidence collection, analytical input and collation of relevant information/data for papers and reports
8. Undertake such duties and responsibilities as may be assigned from time to time and may reasonably be associated with the normal level of duties of the post.
9. To provide project support to the directorate, booking appropriate venues, speakers and hospitality, working to deadlines and project planning associated administrative tasks.
Meetings
The post holder will be responsible for supporting the Digital Board committees and such meetings that fall within the responsibility of their CDIO and Chief Privacy and Assurance officer - Duties include:
1. To format, collate and distribute papers in advance of meetings by use of electronic systems (Email, TEAMs etc).
2. To draft agendas, matters arising and papers undertaking research as required.
3. To attend meetings of the committees within the directorate, take minutes/Actions of proceedings and circulate as appropriate.
4. To liaise with the meeting Chair to distribute minutes and ensure that any appropriate actions are followed up and reported to the next meeting.
5. To devise and implement a forward planning function to ensure agenda items of the Board committees are addressed in an appropriate timely manner which includes production and management of annual work plans for each committee.
6. To ensure appropriate meetings rooms, refreshments and equipment are booked in readiness for each meeting.
7. To maintain a list of attendances at Board committees and associated meetings.
People Management
1. Provide specialist training, advice, and support on own role/responsibilities where necessary.
2. Support training and induction of new staff.
3. Support and co-ordinate the recruitment process within Digital Services including submission of approvals, adverts and interview dates.
4. Lead on the Healthroster process and co-ordination for the Directorate including being a super user
Person Specification
Qualifications
Essential
- Relevant degree or diploma level qualification or equivalent management/senior administration experience.
- Evidence of continuous personal and professional development.
- Project management qualification or equivalent experience.
Knowledge
Essential
- Previous experience of working as Business Support officer
- Knowledge of current NHS performance agenda.
- Knowledge of business case procedure.
- Experience and evidence of analysing, interpreting and presenting information.
- Experience and evidence of leading on a project or directly supporting via a project management process.
- Experience of performance monitoring.
- Experience of managing or maintaining data management systems.
- Experience of servicing meetings and taking minutes.
- Experience of dealing with confidential and sensitive issues with tact and diplomacy.
Skills
Essential
- Demonstrable administrative skills and ability to produce accurate documents to a high standard of presentation.
- Excellent attention to detail and production of high quality work.
- Advanced skills in MS Microsoft; Excel, Word and PowerPoint.
- Evidence of skills and knowledge in performance information processes and analysis.
- Demonstrable ability to line manage a team, identify issues and constructively resolve any areas of conflict.
- Numerate and good analytical skills requiring a high degree of concentration.
- Excellent communication and interpersonal skills.
- Able to engage with people at all levels.
- Project management skills.
- Excellent organisational and planning skills.
- Ability to work as a team member.
- Ability to work independently and meet deadlines
- Maintain a calm approach under pressure in a busy environment.
- Able and willing to prioritise workload to respond to immediate and urgent requests.
- Supports the value and beliefs of the Trust.
- Empathy towards the needs of people using mental health and related services, and how consistently high standards of administrative secretarial support can contribute to the patient experience.
- Ability to lead by example and motivate team members
- Demonstrate an understanding of the practices of Human Rights in the delivery of this role.
- Ability to travel across sites.
- Punctual and flexible across hours of work when required.
Person Specification
Qualifications
Essential
- Relevant degree or diploma level qualification or equivalent management/senior administration experience.
- Evidence of continuous personal and professional development.
- Project management qualification or equivalent experience.
Knowledge
Essential
- Previous experience of working as Business Support officer
- Knowledge of current NHS performance agenda.
- Knowledge of business case procedure.
- Experience and evidence of analysing, interpreting and presenting information.
- Experience and evidence of leading on a project or directly supporting via a project management process.
- Experience of performance monitoring.
- Experience of managing or maintaining data management systems.
- Experience of servicing meetings and taking minutes.
- Experience of dealing with confidential and sensitive issues with tact and diplomacy.
Skills
Essential
- Demonstrable administrative skills and ability to produce accurate documents to a high standard of presentation.
- Excellent attention to detail and production of high quality work.
- Advanced skills in MS Microsoft; Excel, Word and PowerPoint.
- Evidence of skills and knowledge in performance information processes and analysis.
- Demonstrable ability to line manage a team, identify issues and constructively resolve any areas of conflict.
- Numerate and good analytical skills requiring a high degree of concentration.
- Excellent communication and interpersonal skills.
- Able to engage with people at all levels.
- Project management skills.
- Excellent organisational and planning skills.
- Ability to work as a team member.
- Ability to work independently and meet deadlines
- Maintain a calm approach under pressure in a busy environment.
- Able and willing to prioritise workload to respond to immediate and urgent requests.
- Supports the value and beliefs of the Trust.
- Empathy towards the needs of people using mental health and related services, and how consistently high standards of administrative secretarial support can contribute to the patient experience.
- Ability to lead by example and motivate team members
- Demonstrate an understanding of the practices of Human Rights in the delivery of this role.
- Ability to travel across sites.
- Punctual and flexible across hours of work when required.
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
