Business Administration Officer

Job responsibilities

To support the Business Manager in running administration processes across the Division to provide effective planning, financial monitoring, contract monitoring, process improvement and governance of standards in accordance with the agreed timetables and procedures.

Support the Office of the CIO with the co-ordination of processes and improvement initiatives, particularly to ensure financial efficiency, effectiveness and high levels of business process organisation working with a range of teams.

A wide range of actions and pressures will be dealt with and it is imperative that the post holder understands the impact these have on the Division and the services it provides to the wider organisation.

1. Support the Business Manager in providing an effective monitoring and reporting service to the Division in accordance with the agreed timetables, procedures and standards prescribed within the Trust. This involves the interpretation of data to provide solutions to complex problems.
2. Support the Office of the CIO with the co-ordination of central processes and projects, to include Freedom of Information response improvements and Trust planning or compliance returns using Microsoft Office Tools mostly to document information.
3. To assist the finance team in the preparation, monitoring and accuracy of Digital Services revenue and capital budgets, working with Digital Services Managers.
4. To help construct, communicate, progress and monitor documented improvement plans and local policies
5. To support the Office of the CIO in communicating complex business plans across the organisation, cooperating with NHS staff at all levels.
6. To investigate with the finance team and Digital Services Managers, material variances from budgets, updating forecasts for of expenditure/activity/income within those teams whilst highlighting pressures as soon as they arise.
7. To keep shared records filed and accessible, of budget queries and any corresponding responses in a format determined by the Office of the CIO, enabling a regular review to be made of the service provided to the managers.
8. Contributing to meetings with budget, contract holders and suppliers on behalf of the Office of the CIO and ensuring that all discussions and decisions are documented. Develop a greater understanding of the division in order to present the information required in a format which is easily understood by budget holders

Qualifications

Essential

• A relevant degree qualification, or equivalent experience

Desirable

• Evidence of continuous learning

Experience

Essential

• Experience of computerised systems, particularly Office products for creating, monitoring and reporting on defined work packages.
• Experience of coordinating colleagues and coordinating multi-team tasks management.

Desirable

• Experience of the NHS financial regime

SKILLS, KNOWLEDGE & COMPETENCIES

Essential

• Excellent analytical, reasoning and problem solving skills using data, and organising data to help others, particularly with financial data.
• Ability to prepare and present financial, contract or compliance information and actions to people in a meaningful way
• Excellent written and verbal communication and interpersonal skills to people at all levels within the organisation
• Proficient in the use of systems, including spreadsheets and Teams/SharePoint, and have the ability to develop and adapt systems to maximum benefits to users
• Ability to work with minimal supervision, to plan, prioritise and deliver to agreed deadlines
• Ability to work in a methodical, detailed and accurate manner.
• Ability to document and streamline processes, supporting staff through documented change.

Desirable

• Able to exploit software packages to solve problems
• Ability to manage, motivate and develop staff
• Up to date knowledge of relevant rules and regulations e.g. accounting standards, VAT, payroll, etc.

SPECIFIC JOB REQUIREMENTS

Essential

• Significant use of computer VDU screen/keyboard
• Frequent requirement for concentration when inputting data, checking and reconciling information, making calculations and when answering queries from staff, managers and clinicians
• Often required to switch tasks at short notice
• Frequent requirement for prolonged concentration when analysing data
• Minor lifting and handling in an office environment (files, boxes etc)

Other

Essential

• Be able to manage time effectively, prioritise and deliver to agreed deadlines
• Enthusiasm, determination, motivated and positive.
• Confident approach, hardworking, committed and reliable.
• Open, honest and fair
• Treat colleagues with dignity and respect
• Willingness to attend training courses relevant to role

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).