Job summary
You will be responsible for delivering high quality and professional business management administration and support across the whole function. You will be responsible for undertaking a range of duties to support the smooth running of the DDaT Directorate and its operational and administrative requirements. You will be required to attend relevant boards and committees, preparing relevant papers, whilst accurate recoding of minutes, actions, and decisions, and that they are recorded, stored, and communicated efficiently. You will deal with a range of potentially sensitive and confidential materials in the day-to-day execution of your duties, with responsibility to ensure that relevant orders are raised, invoiced, and paid for in a timely manner as well as book, monitor and run various DDaT wide meetings, workshops, and forums whilst adhering to high levels of professional standards.
What do we offer?
- 27 days leave (increasing with length of service) plus 8 bank holidays
- Flexible working (we are happy to discuss options such as compressed hours)o Flexi time
- Hybrid working model (we are currently working largely remotely)
- Career development
- Active wellbeing and inclusion networks
- Excellent pension (20.6% employer contribution)
- NHS Car lease scheme
- Access to a wide range of benefits and high street discounts!
Main duties of the job
What we need from you:
o Collating papers and preparing reports and other information to manage and monitor the progress and value of suppliers against relevant statement of works, capture minutes, actions and communicate outputs to the relevant stakeholders.
o Assisting with the communications and engagement strategy and plans across DDaT to deliver consistent communications with our stakeholders, users and customers, communicating successful deliverables both within the function and across the wider organisation.
o Contributing to the wider Governance function, as well as across the DDaT Directorate using existing standards, tools, and approaches, and actively contribute to the increasing maturity of the organisation and Directorates capability.
o Working collaboratively across the whole DDaT function both within the NHSBSA and forming networks across other government bodies and being an effective member of these networks. Demonstrating excellent collaborative skills, collating and communicating activities pertaining to internal and external audits and that relevant product roadmaps are updated, and within the financial structures and systems
About us
Here at the NHS Business Services Authority (NHSBSA), what we do matters.
We manage the NHS Pension scheme, process prescription payments and much more. Our services are used by NHS organisations, contractors and the public: we're proud to be part of something meaningful, that touches millions of lives.
We design our services around customer needs and place people at the heart of our organisation. That's why when you join us, you'll be empowered and supported to help your career grow.
As one of the UK's Best Big Companies to work for, we're connected to our values: Collaborative, Adventurous, Reliable and Energetic. We care about our people, our purpose, and your progress.
We strive to offer a fantastic colleague experience, where every colleague is heard, supported and respected. Wellbeing, diversity and inclusion is at the centre of this, and you can join our Lived Experience Networks who help us bring our authentic selves to work.
We're committed to being a flexible employer and we try to offer a working pattern that suits you where possible, through hybrid working, flexible hours and more.
Alongside a competitive salary with pay progression, we offer a people-centric benefits package, connecting you to the rewards and benefits you value most!
Ready to join us in delivering business service excellence to the NHS, helping people live longer, healthier lives? Apply today and see where the NHSBSA can take you.
We are people connected to care.
Job description
Job responsibilities
In this role, you are accountable for
1. Coaching, and mentoring members of the Business Management Administration team, to deliver high quality outputs.
2. Co-ordinating and updating various policies, resources, and plans across the department, to enable the creation of a holistic view of performance, delivery, skills, and talent.
3. Contributing to and delivering regular updates to department wide management information including (but not limited to): The DDaT risk register, Storing relevant documentation within the library of DDaT department project mandates, relevant OCP and business cases, Ongoing updates to DDaT wide structure information, charts, job descriptions, skills profiles, and training/workforce development plans,
4. Contributing to the wider Governance function, as well as across the DDaT Directorate using existing standards, tools, and approaches, and actively contribute to the increasing maturity of the organisation and Directorates capability.
5. Collecting information in a timely manner, including completion of directorate wide performance dashboards, contributions to risk registers and evidence of training and professional development.
6. Collating papers and preparing reports and other information to manage and monitor the progress and value of suppliers against relevant statement of works, capture minutes, actions and communicate outputs to the relevant stakeholders.
7. Assisting with the communications and engagement strategy and plans across DDaT to deliver consistent communications with our stakeholders, users and customers, communicating successful deliverables both within the function and across the wider organisation.
8. Liaise with external suppliers for the purchase of goods and services as required to ensure the best possible service and cost for the NHSBSA and its users, ensuring the relevant financial systems are updated, and the relevant regulations are adhered to.
9. Working collaboratively across the whole DDaT function both within the NHSBSA and forming networks across other government bodies and being an effective member of these networks. Demonstrating excellent collaborative skills, collating and communicating activities pertaining to internal and external audits and that relevant product roadmaps are updated, and within the financial structures and systems.
10. Coaching others and communicating complex concepts and information to others to help them understand and execute actions, whilst supporting and capturing the outputs of reviews and dealing with complex, ambiguous, and sometimes sensitive information.
11. Representing the team at relevant meetings providing updates and information to senior leaders and managers enable decision making with the autonomy for decision making.
12. Completing stock control and procurement of IT consumables actions, including the selection of suppliers, to ensure that adequate stock levels are maintained to meet business requirements.
13. Completing relevant process and documentation relating to hardware and software assets, including managing and reconciling invoices, administration of software licensing, and ensuring both tangible and intangible assets are recorded on relevant systems.
In addition to the above accountabilities, as post holder you are expected to:
1. Undertake additional duties and responsibilities in line with the purpose of your role and as agreed by your line manager.
2. Demonstrate NHSBSA values and core capabilities in all aspects of your work.
3. Encourage an environment where your own and colleagues safety and well-being is promoted.
4. Contribute to a culture which values diversity and inclusion.
5. Follow NHSBSA policies, procedures, and protocols as they apply to your role.
Working relationships
Responsible to: Business Operations and License Manager
Key relationships and connections:
1. Senior Managers, Heads of Service and Directors in the NHSBSA,
2. Department of Health and Social Care Directorate,
3. Arms Length Bodies and the wider Product Community,
4. Working across the Digital, Data and Technology directorate and building and maintaining an organisational perspective.
Job description
Job responsibilities
In this role, you are accountable for
1. Coaching, and mentoring members of the Business Management Administration team, to deliver high quality outputs.
2. Co-ordinating and updating various policies, resources, and plans across the department, to enable the creation of a holistic view of performance, delivery, skills, and talent.
3. Contributing to and delivering regular updates to department wide management information including (but not limited to): The DDaT risk register, Storing relevant documentation within the library of DDaT department project mandates, relevant OCP and business cases, Ongoing updates to DDaT wide structure information, charts, job descriptions, skills profiles, and training/workforce development plans,
4. Contributing to the wider Governance function, as well as across the DDaT Directorate using existing standards, tools, and approaches, and actively contribute to the increasing maturity of the organisation and Directorates capability.
5. Collecting information in a timely manner, including completion of directorate wide performance dashboards, contributions to risk registers and evidence of training and professional development.
6. Collating papers and preparing reports and other information to manage and monitor the progress and value of suppliers against relevant statement of works, capture minutes, actions and communicate outputs to the relevant stakeholders.
7. Assisting with the communications and engagement strategy and plans across DDaT to deliver consistent communications with our stakeholders, users and customers, communicating successful deliverables both within the function and across the wider organisation.
8. Liaise with external suppliers for the purchase of goods and services as required to ensure the best possible service and cost for the NHSBSA and its users, ensuring the relevant financial systems are updated, and the relevant regulations are adhered to.
9. Working collaboratively across the whole DDaT function both within the NHSBSA and forming networks across other government bodies and being an effective member of these networks. Demonstrating excellent collaborative skills, collating and communicating activities pertaining to internal and external audits and that relevant product roadmaps are updated, and within the financial structures and systems.
10. Coaching others and communicating complex concepts and information to others to help them understand and execute actions, whilst supporting and capturing the outputs of reviews and dealing with complex, ambiguous, and sometimes sensitive information.
11. Representing the team at relevant meetings providing updates and information to senior leaders and managers enable decision making with the autonomy for decision making.
12. Completing stock control and procurement of IT consumables actions, including the selection of suppliers, to ensure that adequate stock levels are maintained to meet business requirements.
13. Completing relevant process and documentation relating to hardware and software assets, including managing and reconciling invoices, administration of software licensing, and ensuring both tangible and intangible assets are recorded on relevant systems.
In addition to the above accountabilities, as post holder you are expected to:
1. Undertake additional duties and responsibilities in line with the purpose of your role and as agreed by your line manager.
2. Demonstrate NHSBSA values and core capabilities in all aspects of your work.
3. Encourage an environment where your own and colleagues safety and well-being is promoted.
4. Contribute to a culture which values diversity and inclusion.
5. Follow NHSBSA policies, procedures, and protocols as they apply to your role.
Working relationships
Responsible to: Business Operations and License Manager
Key relationships and connections:
1. Senior Managers, Heads of Service and Directors in the NHSBSA,
2. Department of Health and Social Care Directorate,
3. Arms Length Bodies and the wider Product Community,
4. Working across the Digital, Data and Technology directorate and building and maintaining an organisational perspective.
Person Specification
Personal Qualities, Knowledge, and Skills
Essential
- Business administration, including collation of information from various source, recording meetings, minutes and preparing papers to ensure accurate records are maintained for boards, meetings, and forums.
- Collaborating across a range of stakeholders, managers and senior leaders and maintaining a high level of professionalism and confidentiality in demanding or ambiguous situations.
- Working across both Agile and Waterfall environments, to contribute to the success of the DDat Directorate and the Governance function.
- Problem solving, including the skill to deliver multiple pieces of work, with competing priorities and deadlines.
- Complying to models and principles related to financial and transactional information to produce relevant papers and reports.
- Ability to understand organisational vision and how this shapes objectives and goals for self and others.
- Negotiating and influencing others to deliver actions on time, and accurate reporting of status.
- Adopting a pro-active approach to continuous professional development.
- Relevant use of IT systems, processes, and procedures to ensure high quality and timely communication and outputs.
- Planning and organisation of own and others work, aligned with organisational, directorate and functional requirements.
- Using DDaT wide information systems, processes, and procedures to ensure high quality and timely outputs, including financial and recruitment systems and processes.
- Supporting and contributing to business change, rationalisation, and transformation.
- Engaging with external and internal suppliers to influence and negotiate satisfactory outcomes for the organisation.
Desirable
- Working to common COBIT and ITIL standards and developing processes to support and organise governance objectives and practices by IT domains and processes so they can be linked to business requirements.
- Awareness of governance standards relating to digital delivery within the public health sector such as Government Service Standards, Technology code of practice, Portfolio Management, Prince2 and Agile delivery.
- Awareness of other IT Governance frameworks, FinOps principles and Performance and Risk Management frameworks.
Experience
Essential
- Demonstratable experience of business administration and reporting.
- Managing multiple priorities and reporting accurately and in a timely manner.
- Collating, updating, and reporting across a variety of plans within an IT Setting Managing, coaching, and mentoring people with a range of skills and experience to deliver organisational goals and objectives
- Managing information against budgets and identifying cost savings and pressures.
- Developing and supporting people, process, and systems as an IT Professional.
- Ongoing and continuous professional development
- Engaging and building relationships with a range of stakeholders to support delivery of business outcomes.
- Understanding and communicating vision, complex information, processes, and procedures.
Desirable
- Awareness of Project Management and Risk Management experience with application of relevant techniques such as Agile project delivery for digital projects in government.
- Awareness of business and financial planning activities, including collating information related to finances and other resources based on return on investment (ROI) and strategic intent.
- Understanding of managing operational processes, and the associated IT resources and people needed to run it.
- Working within constraints, and challenging constraints where needed to maintain compliance.
- Analysing information in a fast-paced environment
Qualifications
Essential
- NVQ3 with relevant in-depth knowledge of the subject matter OR Relevant experience of the subject matter
- Evidence of continuous professional development.
Desirable
- Relevant foundation level qualification in an IT department framework (eg ITIL, COBIT)
- Enhanced level qualification in an IT department framework (eg ITIL, COBIT)
Person Specification
Personal Qualities, Knowledge, and Skills
Essential
- Business administration, including collation of information from various source, recording meetings, minutes and preparing papers to ensure accurate records are maintained for boards, meetings, and forums.
- Collaborating across a range of stakeholders, managers and senior leaders and maintaining a high level of professionalism and confidentiality in demanding or ambiguous situations.
- Working across both Agile and Waterfall environments, to contribute to the success of the DDat Directorate and the Governance function.
- Problem solving, including the skill to deliver multiple pieces of work, with competing priorities and deadlines.
- Complying to models and principles related to financial and transactional information to produce relevant papers and reports.
- Ability to understand organisational vision and how this shapes objectives and goals for self and others.
- Negotiating and influencing others to deliver actions on time, and accurate reporting of status.
- Adopting a pro-active approach to continuous professional development.
- Relevant use of IT systems, processes, and procedures to ensure high quality and timely communication and outputs.
- Planning and organisation of own and others work, aligned with organisational, directorate and functional requirements.
- Using DDaT wide information systems, processes, and procedures to ensure high quality and timely outputs, including financial and recruitment systems and processes.
- Supporting and contributing to business change, rationalisation, and transformation.
- Engaging with external and internal suppliers to influence and negotiate satisfactory outcomes for the organisation.
Desirable
- Working to common COBIT and ITIL standards and developing processes to support and organise governance objectives and practices by IT domains and processes so they can be linked to business requirements.
- Awareness of governance standards relating to digital delivery within the public health sector such as Government Service Standards, Technology code of practice, Portfolio Management, Prince2 and Agile delivery.
- Awareness of other IT Governance frameworks, FinOps principles and Performance and Risk Management frameworks.
Experience
Essential
- Demonstratable experience of business administration and reporting.
- Managing multiple priorities and reporting accurately and in a timely manner.
- Collating, updating, and reporting across a variety of plans within an IT Setting Managing, coaching, and mentoring people with a range of skills and experience to deliver organisational goals and objectives
- Managing information against budgets and identifying cost savings and pressures.
- Developing and supporting people, process, and systems as an IT Professional.
- Ongoing and continuous professional development
- Engaging and building relationships with a range of stakeholders to support delivery of business outcomes.
- Understanding and communicating vision, complex information, processes, and procedures.
Desirable
- Awareness of Project Management and Risk Management experience with application of relevant techniques such as Agile project delivery for digital projects in government.
- Awareness of business and financial planning activities, including collating information related to finances and other resources based on return on investment (ROI) and strategic intent.
- Understanding of managing operational processes, and the associated IT resources and people needed to run it.
- Working within constraints, and challenging constraints where needed to maintain compliance.
- Analysing information in a fast-paced environment
Qualifications
Essential
- NVQ3 with relevant in-depth knowledge of the subject matter OR Relevant experience of the subject matter
- Evidence of continuous professional development.
Desirable
- Relevant foundation level qualification in an IT department framework (eg ITIL, COBIT)
- Enhanced level qualification in an IT department framework (eg ITIL, COBIT)
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).
