Business Support Officer - New Hospital Programme

Job description

Job responsibilities

Organise and manage documentation for meetings and events, including preparation of agendas and minutes of meetings, tracking actions and timeframes as appropriate. Ensure the Directors team have been briefed and have the required documentation for all meetings/events. Organise and produce reports, papers, presentations and other similar documentation in accordance with organisational timeframes. Provide effective diary management for Senior Managers and the team, ensuring that appointments are planned and coordinated, and run to schedule. Use independent judgement to prioritise the high level completing demands to ensure an appropriate balance in the daily scheduling in line with preferences, responsibilities or project plans. Organise and plan meetings and events as directed, including sending invitations, booking venues, making travel arrangements, arranging speakers and providing relevant papers and material. Provide high quality support to ensure they are managed and delivered effectively. Support team members in the Private Office to understand their individual priorities and work requirements. Support the management of activities, gathering information, updating documentation and undertaking enquiries as necessary for the activities lead. Understand, highlight and document activities risks, issues and actions, ensuring early identification and proactive mitigation where possible, and ensuring concerns are escalated promptly. Service Improvement Assist with the setting up and management of effective business processes to facilitate the smooth running of the private office. Develop and implement robust work processes and systems to ensure timely delivery against deadlines. Work closely with other team members to improve current practices and processes to achieve best possible outcomes. Support the team on the timely capture of lessons learnt. Develop and maintain effective electronic and paper filing systems, to ensure information is kept securely and is accessible to other members of the team. Work with all team members in the collection of information for performance reporting on relevant team projects. Develop and maintain databases as required by the role. Contribute to effective information management within the team. Flexible approach to work in line with the needs of the business.

You can find further details about the job, organisational structure, recruitment profile, expected outcomes and benefits information in the attached Job Description and other supporting documents.

Applicants from within the NHS will be offered on a secondment basis only, agreement should be obtained from their employer prior to submitting the application.

Person Specification

Qualifications

Essential

• Educated to degree level in relevant subject or equivalent level of experience of working at a similar level in specialist area such as senior administration.

Knowledge

Essential

• Significant administrative/secretarial experience working in a large/busy team and with Director level stakeholders.

Skills

Essential

• Advanced knowledge of Microsoft software applications (outlook, word, excel and PowerPoint etc.)

Certificate of Sponsorship

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).

Employer details

Employer name

NHS England

Address

Quarry house

Quarry hill

Leeds

LS2 7UE

Employer's website

https://www.england.nhs.uk/about/working-for/ (Opens in a new tab)