Job summary
This is a key role providing comprehensive and high quality business support to the Chief People and Culture Officer and their department. You will be the first port of call for all enquiries, diary matters and issues arising and play an integral role in supporting the CPCO to navigate their very busy remit. The postholder will play a pivotal role in managing the CPCO's diary and inbox, supporting ad hoc projects, being responsible for all administration tasks relating to the CPCO.
This role will also line manage the senior business support assistant. The CPCO department's purpose is to support the development of the NHS Long Term Workforce Plan and to drive the development and implementation of a NEL People and Workforce Strategy - ensuring the modernisation of HR processes and the development of an inclusive and well-led culture. This role sits within the Business Support Team which is led by the chief of staff and sits within the Chief People and Culture Department overall.
Main duties of the job
The postholder will work as part of a dynamic, fast paced and high-profile team, providing a highly efficient, confidential and professional business support service, ensuring the smooth running of the office of the chief officer (CO) and wider business of the department and overallorganisation. They will deliver an effective business support service, supporting the chief officer to ensure their portfolio of work/activities is planned and managed effectively, taking the lead in assisting in their successful delivery. They will work without supervision and plan, prioritise and manage complex and conflicting priority workloads whilst using their own judgement.
The business support officer is required to be adaptive and responsive to the requirements of the chief officer and will be expected to operate proactively, pre-empting their needs. They will be responsible for identifying and managing urgent and contentious issues, ensuring that theCO is appropriately briefed.
About us
North East London is steeped in history and culture, and home to over two million people (and rising). It's the most diverse area of the UK; and because of that, one of the most exciting and vibrant places to work.
NHS North East London works with our health, social care, voluntary and community partners and residents) to plan and buy health services to meet our population's needs, making sure all parts of the local health and care system work effectively together. We work as part of the North East London Integrated Care System northeastlondonhcp.nhs.uk
We make sure residents and visitors have the best physical and mental health and have good access to high-quality health and care services. We have a vision to "work with and for all the people of North East London to create meaningful improvements in health, wellbeing and equity."
We serve eight local authority areas: Barking and Dagenham; City of London; Hackney; Havering; Newham; Redbridge; Tower Hamlets; and Waltham Forest.
Job description
Job responsibilities
The key day to day lead for the office of the chief officer being the helpful, proactive face of the office of the chief officer and their department. Line manage business support assistants ensuring regular 1:1s, appraisals and objective setting take place. Day to day business support and effective gate keeping (managing the chief officers time) through high quality, comprehensive and efficient diary management Pro-active inbox management reviewing and prioritising e-mails received, redirecting as appropriate for action and drafting responses where possible. Lead on the prioritisation of actions and tasks Effective proactive coordination of the COs time to enable efficient delivery of actions, deadlines and priorities and ensuring adequate thinking time is included. Being responsible for all key meeting administration support to the chief officer, where necessary working with other business support colleagues, to enable efficient working and best use of time. Ensuring the preparation and collation of all necessary papers in advance, booking meeting rooms, agendas, cover sheets, minutes, note taking and actions. Prepare presentations and briefing notes for the CO and senior staff within the department as required. Be the main point of contact for internal and external stakeholders, building relationships and be responsible for the management of related communication activities. Event and workshop management, leading on set up and logistics including any required administrative support. Timely co-ordination of all information and data collation required for submissions Co-ordination of complaint responses and chasing up the relevant departments when required and ensuring chief officer sign off (working with the complaints team and others to ensure correspondence is written appropriately and in line with the chief officers tone of voice) Support recruitment processes as required Wider input and support across the department and interface with other support staff within the department, including ensuring that internal team processes are managed efficiently. Timely support to the chief officer to manage invoices, raising purchase orders as appropriate, liaising with finance staff and shared business services as necessary To work across the business support team and where appropriate acrossdepartments/directorates to cover workload gaps and staff leave. Be available in the office when the CO is also on site, to enable effective working, improved support and cross departmental working
Please see attached Job Description and Person Specification for detailed job description and main responsibilities.
Job description
Job responsibilities
The key day to day lead for the office of the chief officer being the helpful, proactive face of the office of the chief officer and their department. Line manage business support assistants ensuring regular 1:1s, appraisals and objective setting take place. Day to day business support and effective gate keeping (managing the chief officers time) through high quality, comprehensive and efficient diary management Pro-active inbox management reviewing and prioritising e-mails received, redirecting as appropriate for action and drafting responses where possible. Lead on the prioritisation of actions and tasks Effective proactive coordination of the COs time to enable efficient delivery of actions, deadlines and priorities and ensuring adequate thinking time is included. Being responsible for all key meeting administration support to the chief officer, where necessary working with other business support colleagues, to enable efficient working and best use of time. Ensuring the preparation and collation of all necessary papers in advance, booking meeting rooms, agendas, cover sheets, minutes, note taking and actions. Prepare presentations and briefing notes for the CO and senior staff within the department as required. Be the main point of contact for internal and external stakeholders, building relationships and be responsible for the management of related communication activities. Event and workshop management, leading on set up and logistics including any required administrative support. Timely co-ordination of all information and data collation required for submissions Co-ordination of complaint responses and chasing up the relevant departments when required and ensuring chief officer sign off (working with the complaints team and others to ensure correspondence is written appropriately and in line with the chief officers tone of voice) Support recruitment processes as required Wider input and support across the department and interface with other support staff within the department, including ensuring that internal team processes are managed efficiently. Timely support to the chief officer to manage invoices, raising purchase orders as appropriate, liaising with finance staff and shared business services as necessary To work across the business support team and where appropriate acrossdepartments/directorates to cover workload gaps and staff leave. Be available in the office when the CO is also on site, to enable effective working, improved support and cross departmental working
Please see attached Job Description and Person Specification for detailed job description and main responsibilities.
Person Specification
Education / Qualifications
Essential
- Educated to degree level in relevant subject or equivalent level of experience of working at a similar level in specialist area
- Further training or significant experience in project management, financial management or supporting change management processes
Desirable
- Commitment to continuing professional development
Experience
Essential
- Experience of diary management
- Experience in communications and stakeholder management
- Clear communicator with excellent writing, report writing and presentation skills; capable of constructing and delivering clear ideas and concepts concisely and accurately for diverse audiences
- Ability to analyse and interpret information, pre-empt and evaluate issues, and recommend and appropriate course of action to address the issues
- Attention to detail combined with the ability to extract key messages from complex analysis
- Capable of working on own initiative and managing own workload, working to tight and often changing timescales
- An ability to maintain confidentiality and trust
Desirable
- Previous experience in similar role in public sector
Knowledge
Essential
- Ability to demonstrate knowledge and understanding of equality of opportunity and diversity. Being aware of how individual actions contribute to, and make a difference to, the equality agenda
Desirable
- A good understanding of the health and social care environment and roles and responsibilities within it
- Workforce development knowledge and experience
Person Specification
Education / Qualifications
Essential
- Educated to degree level in relevant subject or equivalent level of experience of working at a similar level in specialist area
- Further training or significant experience in project management, financial management or supporting change management processes
Desirable
- Commitment to continuing professional development
Experience
Essential
- Experience of diary management
- Experience in communications and stakeholder management
- Clear communicator with excellent writing, report writing and presentation skills; capable of constructing and delivering clear ideas and concepts concisely and accurately for diverse audiences
- Ability to analyse and interpret information, pre-empt and evaluate issues, and recommend and appropriate course of action to address the issues
- Attention to detail combined with the ability to extract key messages from complex analysis
- Capable of working on own initiative and managing own workload, working to tight and often changing timescales
- An ability to maintain confidentiality and trust
Desirable
- Previous experience in similar role in public sector
Knowledge
Essential
- Ability to demonstrate knowledge and understanding of equality of opportunity and diversity. Being aware of how individual actions contribute to, and make a difference to, the equality agenda
Desirable
- A good understanding of the health and social care environment and roles and responsibilities within it
- Workforce development knowledge and experience
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).