Job summary
An exciting opportunity has arisen within the Planning and Transformation service for a Administration Manager. This is an exciting area to work, being at the forefront of transformation and planning improvements across clinical and support services. The role is very varied and requires autonomy and initiative.
The Planning and Transformation Administration Manager plays a pivotal role through supporting the administration of complex business planning processes and the facilitation of senior stakeholder meetings. The role also involves resource allocation, basic business analysis tasks, and active participation in strategic workshops and reporting.
The teams' work is exposed to Senior leader and Executive forums and as such, the professional, helpful and capable reputation must be upheld by all who work in the team.
Main duties of the job
JOB SUMMARY:,
- To be the central point of advice for team administrative or governance queries, providing direction to navigate solutions, as required.
- Administer complex business planning processes, ensuring adherence to governance and approval routes, taking specific ownership of the Planning and Delivery meeting, for all business cases related to Trust investments.
- Maintain accurate records and pipelines for business cases, and project initiation documents tracking progress and milestones.
- Prepare reports and presentations related to business planning, transformation initiatives, and other relevant topics.
- Provide administrative support to establish, prepare for and run engagement events and workshops, using event management systems such as Eventbrite, Microsoft teams including breakout rooms, polling, and surveying software.
- Design and implement administrative solutions to monitoring and reporting of the teams' governance processes in order to ensure timely and accurate information to the management team within Transformation and Planning and the Executive team, when requested.
- Utilise internal and external benchmarking tools including Model Hospital, Health Evaluation Data (HED), NHS Benchmarking Network and GIRFT reviews.
- Be a gatekeeper for the team, directing enquiries to the appropriate team member for resolution.
About us
Working for Blackpool Teaching Hospitals NHS Foundation Trust will provide you with lots of opportunity to develop your skills and further your career. The Trust provides services to the 440,000 residents of Blackpool, Fylde and Wyre and North Lancashire and some services provided cover the whole region of Lancashire and South Cumbria.
As a Trust we are committed to:
- Developing new roles and ways of working to ensure a flexible and innovative approach to staff.
- Real equality of opportunity.
- Continual development and learning for staff.
- Achieving a work life balance.
We are committed to the effective recruitment, retention and development for our employees, which is why we offer a great working environment, an attractive range of benefits and excellent opportunities for training and development.
The Trust is accredited as a disability Confident employer. That means we recognise our obligations to ensure people with disabilities are afforded equal opportunity to enter employment and progress if and where possible.
Job description
Job responsibilities
DUTIES AND RESPONSIBILITIES
- Business Planning
- Take notes and capture complex information from meetings with a large variety of stakeholders, covering a range of topics, ensuring the accuracy of documentation, and facilitating smooth proceedings.
- Link with marketing experts to develop marketing and communication and engagement materials for both the Planning and Transformation teams.
- To contribute to the development of annual Specialty Review packs through linking with various staff in different corporate departments.
- Be a central repository for collation of key investment documents, such as tenders or bids.
- Business Cases:
- Create and administer a business case tracking system using FlowForma ensuring business case progress is current, accurate and can be reported on.
- Maintain and manage a business case pipeline 3 years ahead.
- Collate progress reports to feed into business case governance routes and authorisation gateway forums.
- Proactively chase business cases through the approval system until closure.
- Support the preparation of materials, chasing on actions, and reporting structure for the Planning and Delivery Group and relevant business case authorisation forums.
- Prompt the initiation and completion of benefit review processes post business case implementation.
- Liaise with Planning and Project Business Partners to ensure business case tracking systems are up to date and live.
- Support the reporting of Benefit reviews to enable senior decision making.
- Cost Improvement / waste reduction
- Receive queries and provide advice on the process required for the Quality Efficiency Programme (QEP) scheme approval.
- Ensure the Planning and Project Business Partners follow the standard operating procedure for cost improvement, taking appropriate timely action (e.g. PID, QIA etc).
- To undertake an initial quality assurance review of governance documentation before forwarding to the next line of review.
- Ensure the process for executive approval of final cost improvement / waste reduction documentation is administered until conclusion, taking action and escalating as appropriate.
- To administrate key meetings ensuring the team is represented in a professional manner through the quality and accuracy of data submitted.
- Support the cost improvement / waste reduction programme by identifying opportunity areas within internal and external data sets.
- General
- Deliver a duty rota and standard operating procedure to manage the team inbox to ensure the team manage, respond to and escalate emails in a timely manner.
- Provide administrative support to the senior managers of the Planning, Delivery and Transformation team including arranging meetings, diary management and booking rooms / venues.
- Provide a comprehensive administration function to the senior meetings. This will include taking minutes, ensuring all agendas, reporting templates, action logs and supporting papers are sent out accurately and on time.
- Receive and manage complex & contentious information appropriately, some of which may be sensitive.
- Use the Trusts procurement system to order products and services, as directed.
- To quality check the team health-roster system ensuring all data is submitted to allow a timely lockdown.
- To calculate the teams annual leave allowance.
- To deliver informal training and coaching to work colleagues on a range of subjects related to own area and general procedures.
- To create Standard Operating Procedures for key tasks and ensure continuity plans for unplanned absence.
- To present data and progress reports at meetings.
- To undertake small change projects in line with role.
- Undertake other duties as agreed with the management team.
- Manage own time in accordance with monthly / annual and ad-hoc timetables, ensuring all deadlines are met on a timely basis.
- Develop and update the Transformation Team intranet page, identifying discrepancies and need for updates to managers.
Job description
Job responsibilities
DUTIES AND RESPONSIBILITIES
- Business Planning
- Take notes and capture complex information from meetings with a large variety of stakeholders, covering a range of topics, ensuring the accuracy of documentation, and facilitating smooth proceedings.
- Link with marketing experts to develop marketing and communication and engagement materials for both the Planning and Transformation teams.
- To contribute to the development of annual Specialty Review packs through linking with various staff in different corporate departments.
- Be a central repository for collation of key investment documents, such as tenders or bids.
- Business Cases:
- Create and administer a business case tracking system using FlowForma ensuring business case progress is current, accurate and can be reported on.
- Maintain and manage a business case pipeline 3 years ahead.
- Collate progress reports to feed into business case governance routes and authorisation gateway forums.
- Proactively chase business cases through the approval system until closure.
- Support the preparation of materials, chasing on actions, and reporting structure for the Planning and Delivery Group and relevant business case authorisation forums.
- Prompt the initiation and completion of benefit review processes post business case implementation.
- Liaise with Planning and Project Business Partners to ensure business case tracking systems are up to date and live.
- Support the reporting of Benefit reviews to enable senior decision making.
- Cost Improvement / waste reduction
- Receive queries and provide advice on the process required for the Quality Efficiency Programme (QEP) scheme approval.
- Ensure the Planning and Project Business Partners follow the standard operating procedure for cost improvement, taking appropriate timely action (e.g. PID, QIA etc).
- To undertake an initial quality assurance review of governance documentation before forwarding to the next line of review.
- Ensure the process for executive approval of final cost improvement / waste reduction documentation is administered until conclusion, taking action and escalating as appropriate.
- To administrate key meetings ensuring the team is represented in a professional manner through the quality and accuracy of data submitted.
- Support the cost improvement / waste reduction programme by identifying opportunity areas within internal and external data sets.
- General
- Deliver a duty rota and standard operating procedure to manage the team inbox to ensure the team manage, respond to and escalate emails in a timely manner.
- Provide administrative support to the senior managers of the Planning, Delivery and Transformation team including arranging meetings, diary management and booking rooms / venues.
- Provide a comprehensive administration function to the senior meetings. This will include taking minutes, ensuring all agendas, reporting templates, action logs and supporting papers are sent out accurately and on time.
- Receive and manage complex & contentious information appropriately, some of which may be sensitive.
- Use the Trusts procurement system to order products and services, as directed.
- To quality check the team health-roster system ensuring all data is submitted to allow a timely lockdown.
- To calculate the teams annual leave allowance.
- To deliver informal training and coaching to work colleagues on a range of subjects related to own area and general procedures.
- To create Standard Operating Procedures for key tasks and ensure continuity plans for unplanned absence.
- To present data and progress reports at meetings.
- To undertake small change projects in line with role.
- Undertake other duties as agreed with the management team.
- Manage own time in accordance with monthly / annual and ad-hoc timetables, ensuring all deadlines are met on a timely basis.
- Develop and update the Transformation Team intranet page, identifying discrepancies and need for updates to managers.
Person Specification
Education and qualifications
Essential
- Educated to at least A level, NVQ 3/4 or equivalent
Desirable
- PRINCE2 pass or similar project management qualification
- ECDL Pass or equivalent education or qualification for IT systems
Experience and knowledge
Essential
- Administration experience including preparing agendas, minute taking and the production of action logs.
- Experience of working flexibly in a changing environment where priority and workload may vary.
- Active Involvement in process or service improvement projects.
- Experience of confidently forming ideas for change and sharing them with colleagues / managers to promote the change.
Desirable
- NHS Trust / Healthcare experience.
- Project and programme administration
- Involvement in Business case administration, templates, and processes
- Experience of line managing administration staff.
- Experience in using benchmarking systems in the NHS e.g. GiRFT, Model health, NHS benchmarking.
Skills and abilities
Essential
- Excellent communication and interpersonal skills, especially when working with senior stakeholders utilising a range of effective communication methods for the given situation.
- Analytical mindset with the ability to perform basic business and data analysis tasks
- Role models behaviours in line the Trust values, with a can-do, proactive and solution focused approach
- Ability to work independently or as a member of a team, taking the initiative frequently.
- Demonstrates tenacity, with a problem solving mindset and the ability to pursue issues to a successful conclusion.
- Excellent organisational skills and attention to detail with a proven record of successfully managing multiple tasks simultaneously and meeting tight deadlines
- Skills in event management including workshop management and use of associated supportive technology e.g Eventbrite, Surveys, Breakout rooms in Microsoft Teams or Zoom
- Understanding and processing complex data
- Competent computer literacy including the competent use of Microsoft Office software (Outlook, Word, PowerPoint, Excel, Forms, Teams).
- Advanced Microsoft Excel skills, including the ability to setup, maintain and analyse large and complex spreadsheets, and to extract information and produce reports using complex formulae, pivot tables & conditional formatting.
- Experience of using software solutions to improve business efficiency
- Ability to learn new systems and become confident in their application
- Demonstrates Attention to detail and takes a diligent approach
Desirable
- Strong presentation skills with ability to persuade and influence stakeholders using effective verbal communication.
- Basic knowledge of budget control e.g. income, expenditure, capital
Person Specification
Education and qualifications
Essential
- Educated to at least A level, NVQ 3/4 or equivalent
Desirable
- PRINCE2 pass or similar project management qualification
- ECDL Pass or equivalent education or qualification for IT systems
Experience and knowledge
Essential
- Administration experience including preparing agendas, minute taking and the production of action logs.
- Experience of working flexibly in a changing environment where priority and workload may vary.
- Active Involvement in process or service improvement projects.
- Experience of confidently forming ideas for change and sharing them with colleagues / managers to promote the change.
Desirable
- NHS Trust / Healthcare experience.
- Project and programme administration
- Involvement in Business case administration, templates, and processes
- Experience of line managing administration staff.
- Experience in using benchmarking systems in the NHS e.g. GiRFT, Model health, NHS benchmarking.
Skills and abilities
Essential
- Excellent communication and interpersonal skills, especially when working with senior stakeholders utilising a range of effective communication methods for the given situation.
- Analytical mindset with the ability to perform basic business and data analysis tasks
- Role models behaviours in line the Trust values, with a can-do, proactive and solution focused approach
- Ability to work independently or as a member of a team, taking the initiative frequently.
- Demonstrates tenacity, with a problem solving mindset and the ability to pursue issues to a successful conclusion.
- Excellent organisational skills and attention to detail with a proven record of successfully managing multiple tasks simultaneously and meeting tight deadlines
- Skills in event management including workshop management and use of associated supportive technology e.g Eventbrite, Surveys, Breakout rooms in Microsoft Teams or Zoom
- Understanding and processing complex data
- Competent computer literacy including the competent use of Microsoft Office software (Outlook, Word, PowerPoint, Excel, Forms, Teams).
- Advanced Microsoft Excel skills, including the ability to setup, maintain and analyse large and complex spreadsheets, and to extract information and produce reports using complex formulae, pivot tables & conditional formatting.
- Experience of using software solutions to improve business efficiency
- Ability to learn new systems and become confident in their application
- Demonstrates Attention to detail and takes a diligent approach
Desirable
- Strong presentation skills with ability to persuade and influence stakeholders using effective verbal communication.
- Basic knowledge of budget control e.g. income, expenditure, capital
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).
