Job summary
We are recruiting two Business Managers provide high quality and comprehensive business support to two Executive Directors each.
The roles purpose is to provide high quality and comprehensive business support to two Executive Directors each. The post holders will be working within the wider Governance and Business Manager Team and will be expected to support the adherence to good governance principles including record keeping, risk management, compliance reporting and statutory duties relating to the decision making of the ICB. The governance and business manager team works together to support a strong culture of public accountability, probity and governance, ensuring that appropriate and compliant structures, systems and processes are in place to minimise risk.
All aspects of our business, including the relationships we create, our approach to work and the decisions we make, are built upon our values. The values ensure we remain supportive, transparent and accountable, they are a commitment to collaborative working and embrace diversity, as we believe everyone counts.
All ICB roles work collectively to ensure our residents and patients have access to the right services when they need them as well as focusing on prevention and health promotion, supporting residents to take greater care of their own health and live longer, healthier lives.
Main duties of the job
The work includes:
Proactively managing the assigned Executive Directors to facilitate their ability to lead the organisation effectively
Working closely with the assigned Executive Directors, keeping them informed of relevant issues, commitments and responsibilities, prioritising and following up as appropriate
Prioritising incoming issues and concerns addressed to the assigned Executive Directors including those of a sensitive and confidential nature, determining the appropriate course of action, referral or response
Co-ordinating the Executive Directors busy programmes of meetings and visits, working closely with the wider team
Managing the Executive Directors correspondence including emails, prioritising and routing as appropriate and dealing with less complex matters directly where appropriate
Acting as an effective channel of communication between the assigned Executive Directors and the rest of the organisation
Developing and maintaining appropriate tracking system for the management of action plans and work schedules to ensure that actions are followed up and key milestones are met
Drafting correspondence, briefings, and reports as required
Providing administrative support for the weekly System wide meetings
Supporting the Executive Directors in their roles as line manager, and fostering effective relationships with senior managers across the ICB .
About us
NHS North West London Integrated Care Board (NHS NWL ICB) is a statutory body responsible for planning and allocating health and care resources to improve the lives of people in eight boroughs across North West London: Brent, Ealing, Hammersmith and Fulham, Harrow, Hillingdon, Hounslow, Royal Borough of Kensington and Chelsea and Westminster.
The local population is large and diverse, with a wide range of health and care needs that are evolving all the time. Working with our partners including Councils, NHS provider Trusts, GPs and voluntary and community organisations we plan and allocate NHS resource to deliver a wide range of services including urgent and emergency care, mental health, primary care, elective hospital services and community care.
All ICB roles work collectively to ensure our residents and patients have access to the right services when they need them as well as focusing on prevention and health promotion, supporting residents to take greater care of their own health and live longer, healthier lives.
To do this we will:
improve outcomes in population health and healthcare
reduce inequalities in health outcomes, experience, and access
enhance productivity and better value for money
support broader social and economic development within our area.
Job description
Job responsibilities
FUNCTIONAL RESPONSIBILITIES
Project Management
1.Contribute to performance improvement, taking a lead for identified areas where agreed.
2.Provide coordination of and participate in relevant internal and external working groups and provide project advice, expertise and support where requested.
3.Provide relevant and timely specialist advice and guidance on own portfolio of projects/function.
4.Work with members of the team to investigate the causes of any variance from target/plan and proactively contribute to the implementation of solutions.
5.Management of a risk and issues tracking mechanism and its proactive resolution and escalation processes specifically to support the Executive Directors to manage their risk registers and communication to teams on escalated/de-escalated risks.
Financial and Physical Resources
6.Support the assigned Executive Directors in the management of their Directorate staffing and budget providing reports and monitoring as required or directed.
7.Ensure compliance with Standing Orders and Standing Financial Instructions in the discharge of this responsibility.
Staff Management
8.Line management of any interim/permanent staff as and when directed; including appraisal and objective setting, identifying training and development needs of staff in line with the organisation objectives and ensure all new staff receive induction.
9.Facilitate and support the assigned Executive Directors in the line management of their direct reports for:
a.Annual appraisals and objective settings
b.Regular 1:1 meetings
c.Induction planning for new starters
d.Liaising with HR Director to track/progress any disciplinary or capability issues
Information Management
10. Responsible for the development of systems and frameworks in line with role requirements
11.Devise and provide improvements to current management information, analysing, reporting and suggesting procedures to enhance decision making processes.
12.Ensure timely and accurate information analysis and reporting to management on agreed areas of work.
Research and Development
13.Contribute to the development of key performance indicators for the successful assessment of individual and workstream success.
14. Delegate aspects of research and development activities, collating information, analysing and reporting findings.
OPERATIONAL RESPONSIBLITIES
Planning and Organisation
To manage the office of two Executive Directors, to ensure it runs smoothly and efficiently at all times.
15.Proactively manage the assigned Executive Directors in a highly effective manner to facilitate their ability to lead the organisation effectively.
16.Work closely with the assigned Executive Directors, keeping them informed of relevant issues, commitments and responsibilities, prioritising and following up as appropriate.
17.Prioritise incoming issues and concerns addressed to the assigned Executive Directors including those of a sensitive and confidential nature, determining the appropriate course of action, referral or response.
18.Co-ordinate the Executive Directors busy programmes of meetings and visits, working closely with the Senior Business Manager and wider governance team.
19.Manage all of the Executive Directors correspondence including emails, prioritising and routing as appropriate and dealing with less complex matters directly where appropriate.
20.Act as an effective channel of communication between the assigned Executive Directors and the rest of the organisation.
21.Develop and maintain an appropriate tracking system for the management of action plans and work schedules to ensure that actions are followed up and key milestones are met.
22.To draft correspondence, briefings, reports as required by the assigned Executive Directors.
23.Act as an effective link between the assigned Executive Directors and the senior management team, attending and providing administrative support for the weekly System wide meetings/GOLD as appropriate.
24.Support the Executive Directors in their roles as line manager and establish effective relationships with senior managers across the organisation.
25.Develop relationships with partner organisations, members, trustees and stakeholders, liaising with them on behalf of the Executive Directors.
26.Co-ordinate appropriate corporate administrative functions and provide administrative and secretarial support as necessary.
Policy and Service Development
27.Support the governance team in managing the corporate policies and contribute to the development of policies and procedures within the team.
28.Contribute to the review and development of existing information management systems and contribute to the development of an integrated approach to a service or initiative management.
Job description
Job responsibilities
FUNCTIONAL RESPONSIBILITIES
Project Management
1.Contribute to performance improvement, taking a lead for identified areas where agreed.
2.Provide coordination of and participate in relevant internal and external working groups and provide project advice, expertise and support where requested.
3.Provide relevant and timely specialist advice and guidance on own portfolio of projects/function.
4.Work with members of the team to investigate the causes of any variance from target/plan and proactively contribute to the implementation of solutions.
5.Management of a risk and issues tracking mechanism and its proactive resolution and escalation processes specifically to support the Executive Directors to manage their risk registers and communication to teams on escalated/de-escalated risks.
Financial and Physical Resources
6.Support the assigned Executive Directors in the management of their Directorate staffing and budget providing reports and monitoring as required or directed.
7.Ensure compliance with Standing Orders and Standing Financial Instructions in the discharge of this responsibility.
Staff Management
8.Line management of any interim/permanent staff as and when directed; including appraisal and objective setting, identifying training and development needs of staff in line with the organisation objectives and ensure all new staff receive induction.
9.Facilitate and support the assigned Executive Directors in the line management of their direct reports for:
a.Annual appraisals and objective settings
b.Regular 1:1 meetings
c.Induction planning for new starters
d.Liaising with HR Director to track/progress any disciplinary or capability issues
Information Management
10. Responsible for the development of systems and frameworks in line with role requirements
11.Devise and provide improvements to current management information, analysing, reporting and suggesting procedures to enhance decision making processes.
12.Ensure timely and accurate information analysis and reporting to management on agreed areas of work.
Research and Development
13.Contribute to the development of key performance indicators for the successful assessment of individual and workstream success.
14. Delegate aspects of research and development activities, collating information, analysing and reporting findings.
OPERATIONAL RESPONSIBLITIES
Planning and Organisation
To manage the office of two Executive Directors, to ensure it runs smoothly and efficiently at all times.
15.Proactively manage the assigned Executive Directors in a highly effective manner to facilitate their ability to lead the organisation effectively.
16.Work closely with the assigned Executive Directors, keeping them informed of relevant issues, commitments and responsibilities, prioritising and following up as appropriate.
17.Prioritise incoming issues and concerns addressed to the assigned Executive Directors including those of a sensitive and confidential nature, determining the appropriate course of action, referral or response.
18.Co-ordinate the Executive Directors busy programmes of meetings and visits, working closely with the Senior Business Manager and wider governance team.
19.Manage all of the Executive Directors correspondence including emails, prioritising and routing as appropriate and dealing with less complex matters directly where appropriate.
20.Act as an effective channel of communication between the assigned Executive Directors and the rest of the organisation.
21.Develop and maintain an appropriate tracking system for the management of action plans and work schedules to ensure that actions are followed up and key milestones are met.
22.To draft correspondence, briefings, reports as required by the assigned Executive Directors.
23.Act as an effective link between the assigned Executive Directors and the senior management team, attending and providing administrative support for the weekly System wide meetings/GOLD as appropriate.
24.Support the Executive Directors in their roles as line manager and establish effective relationships with senior managers across the organisation.
25.Develop relationships with partner organisations, members, trustees and stakeholders, liaising with them on behalf of the Executive Directors.
26.Co-ordinate appropriate corporate administrative functions and provide administrative and secretarial support as necessary.
Policy and Service Development
27.Support the governance team in managing the corporate policies and contribute to the development of policies and procedures within the team.
28.Contribute to the review and development of existing information management systems and contribute to the development of an integrated approach to a service or initiative management.
Person Specification
Qualifications
Essential
- Educated to degree level in relevant subject or equivalent level qualification or significant experience of working at a similar level in specialist area
Experience
Essential
- Excellent minute writing skills for complex and long committee meetings.
- Experience of managing risks and reporting
- Experience of drafting briefing papers and correspondence at SMT level
Desirable
- Experience of monitoring budgets and business planning processes
- Understanding of the public sector
- Demonstrated experience in a Healthcare environment
Communication Skills
Essential
- Ability to prepare and produce concise yet insightful communications for dissemination to senior stakeholders and a broad range of stakeholders as required
- Experience of creating and giving presentations to a varied group of internal and external stakeholders
Planning Skills
Essential
- Demonstrated capability to plan over short, medium and long-term timeframes and adjust plans and resource requirements accordingly
- Experience of setting up and implementing internal processes and procedures.
Autonomy
Essential
- Demonstrated capabilities to manage own workload and make informed decisions in the absence of required information, working to tight and often changing timescales
Equality and Diversity
Essential
- The promotion of equality of opportunity and good working relations (providing practical leadership)
Person Specification
Qualifications
Essential
- Educated to degree level in relevant subject or equivalent level qualification or significant experience of working at a similar level in specialist area
Experience
Essential
- Excellent minute writing skills for complex and long committee meetings.
- Experience of managing risks and reporting
- Experience of drafting briefing papers and correspondence at SMT level
Desirable
- Experience of monitoring budgets and business planning processes
- Understanding of the public sector
- Demonstrated experience in a Healthcare environment
Communication Skills
Essential
- Ability to prepare and produce concise yet insightful communications for dissemination to senior stakeholders and a broad range of stakeholders as required
- Experience of creating and giving presentations to a varied group of internal and external stakeholders
Planning Skills
Essential
- Demonstrated capability to plan over short, medium and long-term timeframes and adjust plans and resource requirements accordingly
- Experience of setting up and implementing internal processes and procedures.
Autonomy
Essential
- Demonstrated capabilities to manage own workload and make informed decisions in the absence of required information, working to tight and often changing timescales
Equality and Diversity
Essential
- The promotion of equality of opportunity and good working relations (providing practical leadership)
Additional information
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).
