Job summary
Are you looking for a new challenge?
We have an exciting opportunity to support the Workforce Optimisation Team, gaining experience in the Business Management Team.
What will the role involve?
- Developing comprehensive reports, presentations and documentation on ongoing programmes/projects evidencing project progress, deliverables, risks and demand mapping to enable decision making.
- Reporting into the Optimisation Business Manager to provide support to the Optimisation Senior Leadership Team to illustrate the progress of Optimisation activities against the strategic objectives and budgets
- Governance including Teams & SharePoint Ownership.
- Visualisation of Management Information, website content and meeting content.
- Use of full Microsoft Office 365 package.
- Line management of Business Management Team Administrators
- Business Continuity & Risk
- Event Coordination including finance and procurement.
Please see Job Description attached for full details of responsibilities.
What do we offer?o 27 days leave (increasing with length of service) plus 8 bank holidayso Flexible working (we are happy to discuss options such as compressed hours)o Flexi timeo Hybrid working model (we are currently working largely remotely)o Career development o Active wellbeing and inclusion networkso Excellent pensiono NHS Car lease schemeo Access to a wide range of benefits and high street discounts!
Main duties of the job
The post holder will work as part of a dynamic team to deliver the NHSBSA Workforce Services Optimisation programme of work. Workforce Services Directorate is made up of NHS Recruitment Services, Electronic Staff Records (ESR), NHS Pensions and Student Services.
The post holder will support the delivery of Optimisation activities within the Workforce Services Directorate.The post holder would provide insight and reports to the optimisation leadership team to illustrate the progress of optimisation activities against the organisation's strategic objectives and budgets. The role holder would highlight risks, issues and decisions required when providing this insight.
This role will primarily be responsible for providing project support and governance functions to various projects within optimisation, working with the Optimisation Business Manager to ensure adherence to best practices and standards.
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 for1. Supporting and reporting to the WSD Optimisation WSD Optimisation Manager.2. Develop comprehensive reports, presentations and documentation on ongoing programmes and submit summary project board and highlight reports to management each month. Evidencing within these project progress, deliverables, risks and demand mapping to enable decision making.3. Create and maintain management plans in line with current work forecasts and highlight potential risk to capacity4. Create business continuity plans that will be executed in the event of a problem/event.5. Help prepare budgets and maintain project forecasts.6. Analyse risks and opportunities.7. Document and operate project management processes and governance such as: delivery assurance, compliance and quality, planning and estimating, information management and support, monitoring, reviewing and reporting, risk and issue (RAID) management, change management and engagement.8. Monitor project progress and handle/escalate any issues that arise and decisions required.9. Act as the point of contact and communicate project status to all stakeholders.10. Working with the Optimisation Management team to ensure accurate scheduling of optimisation resources in line with resource standards. Using tools to monitor working hours, plans and expenditures enabling workforce planning.11. Liaise with Optimisation Leads to track actuals vs. forecast across the projects to ensure they are in line with forecasted activity. Identifying any discrepancies in reporting and resolving through liaison with Optimisation Leads.12. Assist in planning and co-ordinating significant meetings and team learning and development. Organise and minute business meetings as required. Including capturing actions and decisions.13. Carry out audits to ensure specified requirements of stakeholders are met through each optimisation activity.14. Pricing and invoicing of optimisation activities.15. Work with HR Shared Services, NHS Jobs, ESR, Pensions and other BSA services to ensure services work together to promote the Hire to Retire journey through the Optimisation work stream.16. Support multiple implementation projects to ensure a successful implementation for both NHSBSA and organisations using NHS Jobs, ESR, Pensions and HR Shared Services.17. Build excellent working relationships internally and externally, with colleagues, customers and system users.18. Be forward thinking and continuously reviewing the effectiveness of the implementation, changes and identifying improvements. This includes working with other business areas and stakeholders.19. Encourage an atmosphere of trust and openness based on working together and shared objectives. Support the implementation of business change, highlighting risks, issues and actions in line with required standards across a number of concurrent projects and diverse stakeholder groups.20. Line management for direct reports and responsibility for the effective implementation of policies relating to appraisal, absence management, disciplinary and grievance processes, performance monitoring and management and personal development plans.21. Actively progress own development requirements, seeking to create opportunities to meet your development requirements.22. Prepare highlight reports defining progress, problems and solutions for the Operational Management Team.23. Review and report to Implementation Leads to ensure that lessons learned are incorporated into future developments by carrying out evaluations and assessment of results24. Deliver excellent customer satisfaction, evidenced through CSAT results, ensuring improvements are identified and acted upon where required.25. To participate in wider organisational activities where own recognised strengths may be utilised (e.g., project management skills).26. Be accountable for your own personal development needs in order to be fully equipped to meet current and future management and organisational needs.
Job description
Job responsibilities
In this role, you are accountable for1. Supporting and reporting to the WSD Optimisation WSD Optimisation Manager.2. Develop comprehensive reports, presentations and documentation on ongoing programmes and submit summary project board and highlight reports to management each month. Evidencing within these project progress, deliverables, risks and demand mapping to enable decision making.3. Create and maintain management plans in line with current work forecasts and highlight potential risk to capacity4. Create business continuity plans that will be executed in the event of a problem/event.5. Help prepare budgets and maintain project forecasts.6. Analyse risks and opportunities.7. Document and operate project management processes and governance such as: delivery assurance, compliance and quality, planning and estimating, information management and support, monitoring, reviewing and reporting, risk and issue (RAID) management, change management and engagement.8. Monitor project progress and handle/escalate any issues that arise and decisions required.9. Act as the point of contact and communicate project status to all stakeholders.10. Working with the Optimisation Management team to ensure accurate scheduling of optimisation resources in line with resource standards. Using tools to monitor working hours, plans and expenditures enabling workforce planning.11. Liaise with Optimisation Leads to track actuals vs. forecast across the projects to ensure they are in line with forecasted activity. Identifying any discrepancies in reporting and resolving through liaison with Optimisation Leads.12. Assist in planning and co-ordinating significant meetings and team learning and development. Organise and minute business meetings as required. Including capturing actions and decisions.13. Carry out audits to ensure specified requirements of stakeholders are met through each optimisation activity.14. Pricing and invoicing of optimisation activities.15. Work with HR Shared Services, NHS Jobs, ESR, Pensions and other BSA services to ensure services work together to promote the Hire to Retire journey through the Optimisation work stream.16. Support multiple implementation projects to ensure a successful implementation for both NHSBSA and organisations using NHS Jobs, ESR, Pensions and HR Shared Services.17. Build excellent working relationships internally and externally, with colleagues, customers and system users.18. Be forward thinking and continuously reviewing the effectiveness of the implementation, changes and identifying improvements. This includes working with other business areas and stakeholders.19. Encourage an atmosphere of trust and openness based on working together and shared objectives. Support the implementation of business change, highlighting risks, issues and actions in line with required standards across a number of concurrent projects and diverse stakeholder groups.20. Line management for direct reports and responsibility for the effective implementation of policies relating to appraisal, absence management, disciplinary and grievance processes, performance monitoring and management and personal development plans.21. Actively progress own development requirements, seeking to create opportunities to meet your development requirements.22. Prepare highlight reports defining progress, problems and solutions for the Operational Management Team.23. Review and report to Implementation Leads to ensure that lessons learned are incorporated into future developments by carrying out evaluations and assessment of results24. Deliver excellent customer satisfaction, evidenced through CSAT results, ensuring improvements are identified and acted upon where required.25. To participate in wider organisational activities where own recognised strengths may be utilised (e.g., project management skills).26. Be accountable for your own personal development needs in order to be fully equipped to meet current and future management and organisational needs.
Person Specification
Personal Qualities, Knowledge and Skills
Essential
- Experience and knowledge of managing change and transition requirements for both internal and client/customer in a fast-paced environment.
- IT skills (Office 365 products including Excel & PowerPoint) for full use of management information.
- Able to work on own initiative, taking decisions and actions in line with the aims of the organisation.
- Able to demonstrate effective leadership and motivational skills.
- Identify and influence different approaches to working practices.
- Drive and manage significant change to agreed quality standards.
- Encourage innovation and continuous improvement in self and others.
- Demonstrate a range of effective communication and presentation skills including excellent report writing skills and attention to detail.
- Can understand, analyse, and communicate complex information and data sets.
- Excellent time management skills.
- Focus on customer service.
- Understanding of the DPA, FOI & GDPR.
Desirable
- An understanding of resource and budget management.
Experience
Essential
- Understanding and knowledge of LEAN/ Agile project management or similar.
- Experience of implementing new systems and processes on a large scale to a diverse range of stakeholders.
- Business Process Improvement experience.
- Experience in effective problem solving, using analytical skills, creativity and logical thinking to reach a solution.
- Experience of working in a project environment.
- Experienced in maintaining project management artifacts.
- Experience in supporting the administration of meetings including the production of documents, diary management, taking and distributing minutes and compiling action and decision logs.
- Experience of stakeholder management.
Desirable
- Wide experience and understanding of the NHS.
- Experience of transformational change management bringing about sustained service and performance improvement.
- Experienced in utilising project management methodologies such as Prince 2 and Agile.
- Experience of invoicing.
Qualifications
Essential
- Degree level, equivalent qualification or significant equivalent experience.
Desirable
- Project Management qualification e.g. PRINCE2/AGILE/LEAN/6SIGMA training or a recognised project management methodology.
Person Specification
Personal Qualities, Knowledge and Skills
Essential
- Experience and knowledge of managing change and transition requirements for both internal and client/customer in a fast-paced environment.
- IT skills (Office 365 products including Excel & PowerPoint) for full use of management information.
- Able to work on own initiative, taking decisions and actions in line with the aims of the organisation.
- Able to demonstrate effective leadership and motivational skills.
- Identify and influence different approaches to working practices.
- Drive and manage significant change to agreed quality standards.
- Encourage innovation and continuous improvement in self and others.
- Demonstrate a range of effective communication and presentation skills including excellent report writing skills and attention to detail.
- Can understand, analyse, and communicate complex information and data sets.
- Excellent time management skills.
- Focus on customer service.
- Understanding of the DPA, FOI & GDPR.
Desirable
- An understanding of resource and budget management.
Experience
Essential
- Understanding and knowledge of LEAN/ Agile project management or similar.
- Experience of implementing new systems and processes on a large scale to a diverse range of stakeholders.
- Business Process Improvement experience.
- Experience in effective problem solving, using analytical skills, creativity and logical thinking to reach a solution.
- Experience of working in a project environment.
- Experienced in maintaining project management artifacts.
- Experience in supporting the administration of meetings including the production of documents, diary management, taking and distributing minutes and compiling action and decision logs.
- Experience of stakeholder management.
Desirable
- Wide experience and understanding of the NHS.
- Experience of transformational change management bringing about sustained service and performance improvement.
- Experienced in utilising project management methodologies such as Prince 2 and Agile.
- Experience of invoicing.
Qualifications
Essential
- Degree level, equivalent qualification or significant equivalent experience.
Desirable
- Project Management qualification e.g. PRINCE2/AGILE/LEAN/6SIGMA training or a recognised project management methodology.
