Business Support Officer

Job description

Job responsibilities

Key Responsibilities:

1) Financial Performance Management:

• manage the process/authorise invoices maintaining and using the electronic payments system

• responsible for ensuring that Standing Financial procedures are followed, progress reports are produced and that the ordering of and payments for goods follow the appropriate procedures

• investigate any discrepancies on the non-pay budget and liaise with the directorate senior accountant to resolve these discrepancies

• manage the establishment control system and ensure that all new staff are placed on the payroll, leavers are terminated and that all changes in staff hours, place of work etc. are sent to the Finance Department, ensuring financial control and budgetary integrity of the Improvement Service and Quality Centre

• responsible for the four weekly completion of the eRoster system, ensuring that annual leave is approved appropriately to meet the needs of the services, sickness is recorded, and the roster is finalised to payroll on time

1. Information/Performance Management:

• ensure that data quality standards are achieved for all client records

• review, maintain and analyse performance reports to ensure that the Improvement service and Quality Centres team performance is measured against the key targets

• actively promote standardised information sources across the service

• collate, analyse and present performance and activity data and implement actions to improve data quality

• update and maintain Sharepoint as required

1. Management of Administrative Staff (as required):

• manage and provide professional leadership to the team administrator

• conduct supervision and appraisals

• manage poor performance, absence and discipline breaches in line with the Trusts policies and procedures

• manage the recruitment process, including the local induction orientation programme

• monitor and review roles and performance to develop and retain competent, motivated and committed staff

• act as a point of specialist advice with regard to business information, administrative and policies and procedures within the service

• lead and implement regular reviews of administration support within the service, using a problem solving approach to identify alternative ways of working, where appropriate, to ensure resources are used effectively and targets met

4) General administrative tasks

• produce accurately typed reports and correspondence for team members from written notes and audio tapes when required

• regularly update and manage Excel databases/spreadsheets when required

• liaise with other staff within the Trust and also external organisations to manage the arrangements of interviews, meetings and focus groups

• manage the library and carry out searches to gather background information to inform consultancy projects

• maintain the filing system and update information regularly on data bases

• take minutes/actions of meetings when required and to ensure that these are typed and circulated

• contribute to the co-ordination, booking and preparation of events

5) Supporting development programmes:

• be the first point of contact for enquiries and bookings for development/training programmes

• identify and book suitable venues for development/training programmes

• produce and circulate information pertaining to development/training programmes

• maintain a referencing system for development/training programmes

• maintain a database of attendees on development/training programmes

• co-ordinate and manage participant numbers of development /training programmes

6) Psychometric tools:

• manage contracts with different psychometric tool providers, including ensuring sufficient credits are available to support specific activities (e.g. recruitment, development programmes, coaching, team development), as required

• manage costs associated with psychometric tools (i.e. cross-charging internal clients; invoicing external clients)

• manage requests for psychometric tools, ensuring reports are available by agreed deadlines

7) Project Management:

• contribute to the development and improvement of the service through taking the lead role on appropriate projects. Examples of projects may include: audit and review of administrative processes, development of programme booking systems, room booking systems, compliance with agreed systems and processes for files

8) Estates & Facilities:

• manage and maintain the offices and ensure that effective systems are in place to make sure that any problems are dealt with promptly

• be the identified lead for health & safety and fire issues. This includes co-ordination of staff fire training in line with Trust policy; maintenance of the fire log book and arranging for fire drills to be conducted

9) Health & Safety:

• responsible for ensuring the completion, collation and timely submission of all Health & Safety documentation

• responsible for putting together a local health & safety action plan, policies and procedures, as required, to ensure that the offices adhere to health & safety legislation

• responsible for escalating an issues to the Directorate Health, Safety & Fire Committee

10) Communication:

• represent the service at various meetings

Personal Specification:

Qualifications

Essential Requirements

• Evidence of training for administration roles

• Evidence of continuous professional development

Desirable Requirements

Experience

Essential Requirements

• Working in an office environment supporting senior management

• Managing health and safety procedures

• Supervising/managing administrative staff

• Recruitment and selection of administrative staff

Desirable Requirements

• Experience of working with AI systems, such as Co-pilot

• Development and maintenance of electronic data collection systems

Knowledge / Skills

• High level of competency in the use of Microsoft Office 365

• Competent in the management of budgets and financial control systems

• Excellent communication skills both verbal and written, with the ability to negotiate and liaise at all levels

• Ability to plan and prioritise workload and work to deadlines

• Ability to work under pressure and in potentially stressful situations

• Ability to think strategically, plan, implement and review

• Self-motivated, enthusiastic and have a high standard of personal performance.

• Calm and approachable

• Able to cope with demanding and unpredictable work pattern

• Able to use computer technology for sustained periods

• Flexible approach

Desirable Requirements

Person Specification

Qualifications

Essential

• Evidence of training for administrative roles
• Evidence of continuous professional development

Experience

Essential

• Working in an office environment supporting senior management
• Managing health and safety procedures

Knowledge

Essential

• High level of competency in the use of Microsoft Office 365
• Competent in the management of budgets and financial control systems
• Ability to plan and prioritise workload and work to deadlines

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.

Certificate of Sponsorship

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).

Employer details

Employer name

South London and Maudsley NHS Foundation Trust

Address

South London and Maudsley NHS Foundation Trust

Maudsley Hospital, Denmark Hill

London

SE5 8AZ

Employer's website

https://www.slam.nhs.uk/ (Opens in a new tab)