Executive Business Support Manager

Job description

Job responsibilities

Integral part of the Executive Business Support team the post holder will provide a comprehensive executive business support service to the Wakefield District Health and Care Partnership and the Senior Leadership Team across the partnership. This will include working closely with the PAs in the local authority and the West Yorkshire Integrated Care Partnership to ensure that all aspects of business and administration are discharged to the highest standard.

The post holder will manage an effective and efficient business support service to meet the day-to-day operational management of business support to senior managers from the partnership ensuring work priorities and the needs of the Senior Leadership Teams are met.

Main Duties and Responsibilities

The post holder will support the Partnership Manager in the management of the day to day running of the executive office proving high quality support to the relevant committees including preparation of work plans, agenda planning; ensuring papers are consistent in style.

Take formal minutes at senior leadership team meetings.

Ensure the timely collation of papers and distribution in line with the Standing Orders.

Attending meetings to produce high quality, accurate minutes in line with professional standards to present a consistent professional image for the Partnership; and ensuring any challenge is appropriately documented.

Excellent attention to detail and proven excellent organisational and forward planning skills are essential to the role, as well as identifying new and effective ways of working and best practice, ensuring that committees are run to the highest standards.

To manage a high quality and effective business support service to Senior Leadership Teams from across the partnership supporting with delivery of integrated care service priorities.

To provide day to day management, leadership and advice to business support assistants, admin officers and apprentices.

Responsible for leading, co-ordinating, and managing Business Support staff ensuring work priorities and the needs of the Senior Leadership team are met.

Line management responsibility of Business Support Assistants and Admin Officers including embedding a performance management and staff development culture.

Effectively manage workloads of the team and self, delegating and prioritising work to ensure that deadlines are met.

Deputise for the Partnership officer when required.

To support the delivery of strategic and service projects using effective project methodology to specific deadlines.

Proactively monitor progress, issues and risks in projects for which the post holder has responsibility, taking corrective and mitigating action where necessary. This includes updating project plans to provide assurance of compliance against plans and providing regular feedback on progress, issues, and risks to the senior leadership team.

Communications & Relationship Skills

Attending meetings to produce high quality, accurate minutes in line with professional standards to present a consistent professional image for the Partnership and for a variety of audiences; and ensuring any challenge is appropriately documented.

Liaise with colleagues across the ICB including Directors, partners, and members of the public dealing with complex and sensitive information.

Handle function specific information, which may be sensitive, complex or confidential and appropriately recording, transferring and/or co-ordinating such information in accordance with the Data Protection Act.

To act as the first point of contact for the Senior Leadership Team, ensuring that calls and enquiries raised by members of the public, employees, trade unions, Councillors and Members of Parliament, are effectively dealt with in a professional and timely manner.

To give formal personal supervision and appraisal to a number of admin staff in accordance with the Dignity at work Policy including identifying training needs for their personal development with the aim of maintaining skills and knowledge in accordance with the changing requirements of the post.

Undertake the sickness absence management for business support service staff and ensure correct policies and procedures are adhered to.

Analytical & Judgmental Skills

Support the Partnership Officer by maintaining and updating an effective tracking and quality assurance system is in place to ensure deadlines are met.

Use tact and diplomacy when receiving information or providing advice and guidance.

Make judgements on a range of issues relating to function requiring further in-depth analysis, using own expertise and within responsibility level.

Planning & Organisational Skills

Working with the Partnership Officer to ensure that an effective and high-quality business support service is provided to the senior leadership team by providing a range of secretarial tasks which may include confidential typing, diary management and producing correspondence.

Ensure the timely collation and distribution of papers in line with Standing Orders, ensuring papers are consistent and within organisational style.

To manage the work schedule efficiently, prioritising complex activities, and demonstrate flexibility where required to ensure smooth running of the office, often working unsupervised.

Arranging meetings and workshops including selection of venues, provision of materials and communicating details out to members/participants.

To take responsibility for managing and prioritising own workload and determining where it is necessary to refer more complex queries on to other colleagues or Directors

Person Specification

Qualifications

Essential

• Educated to degree level or equivalent in related function, or significant equivalent experience in a specialist function working at a similar level.
• Evidence of significant personal development, professionally and managerially.
• Proven experience in managing and motivating a team within an effective business support function.

Desirable

• Management qualification at Level 5 or demonstrable management experience.

Experience

Essential

• Evidence of on-going professional development.
• Experience of formal minute taking
• Working knowledge of the business administration function within a large and complex organisation
• Excellent knowledge and understanding of a full range of secretarial and administrative systems, processes and procedures.
• Experience of arranging and minuting a range of meetings including complex multi-agency meetings, training and events.
• Experience of working with others using a project management approach.
• Experience of working to and achieving tight deadlines.
• Ability to deal with highly confidential and/or politically sensitive information.
• Experience of working with accuracy and attention to detail
• An understanding and knowledge of the workings of the Health and Social Care system, the challenges it faces and of the reform agenda.
• Experience of working in Health and Social Care

Desirable

• Line Management Experience

Skills & behaviours

Essential

• Computer literate with an ability to use the required systems/Microsoft IT office packages.
• Has attention to detail, able to work accurately, identifying errors quickly and easily.
• Has a planned and organised approach with an ability to prioritise their own workload to meet deadlines.
• Has good/excellent communication skills.
• Able to exercise independent judgement where appropriate and problem solve.
• Able to adapt communication style and content to suit audience.
• Ability to work with others, leading and directing work progress, explaining complex issues, to ensure aims and objectives are met. Ability to champion new ways of working and display a positive can

Desirable

• Able to work flexibly to meet the needs of the service and ensure a customer focused response.
• Able to regulate behaviour even when challenged.
• Enthusiastic about area of work and achieving results
• Has a responsive, solution focused approach to addressing issues and barriers.
• Able to build and sustain relationships at all levels, actively involving stakeholders where appropriate.

Employer details

Employer name

NHS West Yorkshire Integrated Care Board

Address

Unit 2 Pioneer Court, Pioneer Way

Normanton

WF105QG

Employer's website

http://www.westyorkshire.icb.nhs.uk (Opens in a new tab)