Job summary
Due to a development opportunity within the team we are seeking a highly organised and effective Business Support Officer to join our dynamic and welcoming team.
As an office-based role, you will be responsible for ensuring the day to day operations of the office, providing reception duties and supporting the Head of Corporate Governance and Business Support with administration duties.
If you are a motivated and efficient individual with excellent organisation, and communication skills and have the ability to multitask and manage priorities, we would love to hear from you.
Full UK license is required as driving is required as part of the role.
We are looking for:
- Motivated and enthusiastic individual
- Good team player with the ability to communicate effectively
- Pro-active and ability to use initiative
- Excellent IT skills
- Previous administration experience
- Ability to work independently, as well as a team player.
Key skills required:
- Ability to prioritise workload
- Ability to take minutes/notes (training will be provided)
- Excellent written and verbal communication skills
- Time management
Experience:
- Professional, personable, flexible approach
- Excellent attention to detail
- Experience of using MS Teams and Sharepoint would be an advantage
- Experience of MS Office, to include PowerPoint and Excel
Interviews will be held on 10th June 2024
Main duties of the job
- To serve as the primary point of contact for all business support enquiries and requests.
- To answer intercom/doorbell requests to visitors and ensure deliveries to the building are received and distributed in a timely manner.
- To provide information to callers or direct them to the appropriate resources as needed.
- To manage incoming calls on the main switchboard for Taurus Healthcare/HGP and to greet callers in a professional friendly manner and to transfer calls appropriately and take accurate messages for staff members
- To ensure the smooth running of the office by ensuring that stationery, sundries and refreshments are full stocked.
- To provide and administration support to the Head of Corporate Services and Business Support and administration support across Taurus Healthcare/HGP.
About us
Taurus Healthcare was established in 2012, as the provider arm of the GP Federation serving 185,000 patients in Herefordshire. Founded and owned by the partners of the entire Herefordshire Primary Care community, Taurus is focused on providing excellent out of hospital services for patients. Our ethos is to provide high quality and cost-effective health outcomes that are delivered as close as possible to the patients home, whilst ensuring that patients who do require in hospital services are seen as quickly and effectively as possible.
At Taurus Healthcare we strive to create a diverse, inclusive workplace, and welcome application from candidates from all backgrounds including those from Military Veterans and family members of serving personnel.
Taurus Healthcare offers many employee benefits such as:
- Access to a generous NHS pension scheme with 20.68% employer contribution
- 33 to 38 days annual leave entitlement, including bank holidays, depending on service (pro rata for part-time staff)
- Access to the Blue Light extensive discount scheme
We reserve the right to close this vacancy early if we receive sufficient applications for the role. Therefore, if you are interested, please submit your application as early as possible.
Job description
Job responsibilities
JOB PURPOSE
- To serve as the primary point of contact for all business support enquiries and requests.
- To answer intercom/doorbell requests to visitors and ensure deliveries to the building are received and distributed in a timely manner.
- To provide information to callers or direct them to the appropriate resources as needed
- To manage incoming calls on the main switchboard for Taurus Healthcare/HGP and to greet callers in a professional friendly manner and to transfer calls appropriately and take accurate messages for staff members
- To ensure the smooth running of the office by ensuring that stationery, sundries and refreshments are full stocked. The post holder will need to be able to multi task and need to work on their own initiative and proactively manage their own workload.
- To provide and administration support to the Head of Corporate Services and Business Support and administration support across Taurus Healthcare/HGP.
- To provide timely and accurate responses to internal and external stakeholder.
- To co-ordinate with various departments to address their business supports needs efficiently
- To offer guidance and assistance to staff members seeking business support
MAIN RESPONSIBILITIES
Business Support
- To provide administration support to the Head of Corporate Services and Business Support.
- To be responsible for collating agenda items for the bi-weekly Business Support meetings and attend to take notes and participate providing updates and to follow up any actions.
- To be responsible for compiling the On-Call rota in advance ensuring the Directors calendars are kept up to date and maintain the On Call pack ensuring all information is up to date and relevant. To be responsible for ensuring that the X-On online calendar is up to date and all calls are being re-directed to the correct director. (training will be provided)
- To provide ad hoc cover in the absence of the Executive Assistant to provide cover at meetings and take minutes and actions as appropriate to the role and adhoc administration duties of the Head of Corporate Services and Business Support. This could include support to the Managing Director with administration support including arranging meetings, attending meetings to take minutes and issuing of agendas and any ad-hoc administrative support.
- To provide project admin support to the Head of Corporate Services and Business Support.
- Carry out quarterly Information Governance spot checks and report back to the IG lead, ensuring all information remains up to date and confidential. Training will be provided.
Office
- Provide business support duties for visitors/staff/deliveries attending Taurus Healthcare. Ensure visitors are signing in and out in order to maintain an accurate record at all times of visitors in the building. Answering the main reception telephone calls to Taurus Healthcare and managing queries and directing calls appropriately. Managing the Taurus Healthcare enquiries inbox to ensure emails are responded to promptly.
- To ensure the smooth running of all back-office functions by supporting the day to day running across the organisation including incoming and outcoming post, refreshments, petty cash and to undertake general clerical tasks for Taurus Healthcare, including photocopying, filing, laminating, issuing of car parking tickets and any other ad-hoc admin function as requested.
- To be responsible for ordering stationery for the office, sundries and any ad-hoc requests received from across the departments ensuring that best value is applied to every purchase and for the environment purchases are kept to a limit.
Building Maintenance
- To ensure that any building related problems are reported and escalated appropriately and recorded in the building maintenance log and to support the day and to ensure any building security issues are recorded on Datix. Training will be provided.
- To coordinate with contractors to schedule maintenance visits and repairs in a timely manner.
- To keep accurate records of contractor communications and work performed
- To report any maintenance concerns or issues of building management promptly to the Head of Corporate Services
- To provide any other duties as requested.
COMMUNICATIONS AND WORKING RELATIONSHIPS
- All Staff and Directors of Taurus
- Head of Corporate Services and Business Support
- Business Support Team
- Wye Valley NHS Trust
- ICB
- Herefordshire Council
- Staff, including clinicians in a variety of healthcare settings
- PCN Clinical Directors
PERSONAL DEVELOPMENT
- To participate in individual performance reviews and personal development plans on an annual basis and to undertake training and development as identified within these discussions and as indicated by the requirements of the post.
CLINICAL GOVERNANCE
- To realise the importance of confidentiality when dealing with patients and staff, particularly when giving or receiving information over the telephone in accordance with the Data Protection Act.
- Maintain the high standards of the service by contributing towards individual, team and service objectives and acting at all times in the best interest of patients.
- To accurately collect, collate and input data to Information Systems as required by procedures to ensure that patient database records are up to date and accurate.
- To participate in Individual Performance Review and Personal Development plans on an annual basis and to undertake training and development as identified within these discussions and as indicated by the requirements of the post.
INFORMATION GOVERNANCE
- Taurus Healthcare requires its staff to comply with Information Governance related standards and policies at all times when dealing with confidential information, which includes any information relating to the business of the company and its service users and employees.
- All Taurus Healthcare staff are bound by a duty of confidentiality and must conduct their duties in line with the NHS Confidentiality Code of Practice, Data Protection Act and Freedom of information Act.
- Post-holders must maintain high standards of quality in corporate and clinical record keeping ensuring information is always recorded accurately and kept up to date. The post-holder must only access information, whether paper, electronic or in other media, which is authorised to them as part of their duties.
- All Information obtained or held during the post-holders period of employment that relates to the business of the company and its service users and employees will remain the property of the Taurus Healthcare. Information may be subject to disclosure under legislation at the Companys discretion and in line with national rules on exemption.
- Any breach of confidentiality or computer misuse could lead to disciplinary action, and in serious cases could result in dismissal. Breaches after the post-holders employment has ended could result in the Company taking legal action against them.
HEALTH AND SAFETY
- To have responsibility for health, safety and welfare of self and others at work. This includes being conversant with Trust Health & Safety policies and procedures and ensuring incidents, accidents and near misses are reported; taking part in the risk management process and carrying out tasks/using equipment only when competent to do so.
- Be responsible for ensuring the general environment is clear of all hazards.
- To be responsible for the Health and Safety Statutory Compliance checks.
- All staff have a responsibility to apprise themselves of how the prevention of the spread of infection relates to their role. They have a responsibility to ensure they are aware of Company policies and procedures in relation to infection prevention and control and ensure that they comply with them in fulfilling their role.
- To undertake Health and Safety Online CIEH Level 2 in the Workplace Course.
- To undertake 3-day First Aid Training course.
EQUALITY & DIVERSITY
- Respect the privacy, dignity, needs and beliefs of patients, carers and colleagues.
- Act in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with Taurus procedures / policies and current legislations.
- Act as a chaperone as needed.
- Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights
This job description may be amended by management through consultation with the post holder in order to reflect changes in, or to, the job.
Job description
Job responsibilities
JOB PURPOSE
- To serve as the primary point of contact for all business support enquiries and requests.
- To answer intercom/doorbell requests to visitors and ensure deliveries to the building are received and distributed in a timely manner.
- To provide information to callers or direct them to the appropriate resources as needed
- To manage incoming calls on the main switchboard for Taurus Healthcare/HGP and to greet callers in a professional friendly manner and to transfer calls appropriately and take accurate messages for staff members
- To ensure the smooth running of the office by ensuring that stationery, sundries and refreshments are full stocked. The post holder will need to be able to multi task and need to work on their own initiative and proactively manage their own workload.
- To provide and administration support to the Head of Corporate Services and Business Support and administration support across Taurus Healthcare/HGP.
- To provide timely and accurate responses to internal and external stakeholder.
- To co-ordinate with various departments to address their business supports needs efficiently
- To offer guidance and assistance to staff members seeking business support
MAIN RESPONSIBILITIES
Business Support
- To provide administration support to the Head of Corporate Services and Business Support.
- To be responsible for collating agenda items for the bi-weekly Business Support meetings and attend to take notes and participate providing updates and to follow up any actions.
- To be responsible for compiling the On-Call rota in advance ensuring the Directors calendars are kept up to date and maintain the On Call pack ensuring all information is up to date and relevant. To be responsible for ensuring that the X-On online calendar is up to date and all calls are being re-directed to the correct director. (training will be provided)
- To provide ad hoc cover in the absence of the Executive Assistant to provide cover at meetings and take minutes and actions as appropriate to the role and adhoc administration duties of the Head of Corporate Services and Business Support. This could include support to the Managing Director with administration support including arranging meetings, attending meetings to take minutes and issuing of agendas and any ad-hoc administrative support.
- To provide project admin support to the Head of Corporate Services and Business Support.
- Carry out quarterly Information Governance spot checks and report back to the IG lead, ensuring all information remains up to date and confidential. Training will be provided.
Office
- Provide business support duties for visitors/staff/deliveries attending Taurus Healthcare. Ensure visitors are signing in and out in order to maintain an accurate record at all times of visitors in the building. Answering the main reception telephone calls to Taurus Healthcare and managing queries and directing calls appropriately. Managing the Taurus Healthcare enquiries inbox to ensure emails are responded to promptly.
- To ensure the smooth running of all back-office functions by supporting the day to day running across the organisation including incoming and outcoming post, refreshments, petty cash and to undertake general clerical tasks for Taurus Healthcare, including photocopying, filing, laminating, issuing of car parking tickets and any other ad-hoc admin function as requested.
- To be responsible for ordering stationery for the office, sundries and any ad-hoc requests received from across the departments ensuring that best value is applied to every purchase and for the environment purchases are kept to a limit.
Building Maintenance
- To ensure that any building related problems are reported and escalated appropriately and recorded in the building maintenance log and to support the day and to ensure any building security issues are recorded on Datix. Training will be provided.
- To coordinate with contractors to schedule maintenance visits and repairs in a timely manner.
- To keep accurate records of contractor communications and work performed
- To report any maintenance concerns or issues of building management promptly to the Head of Corporate Services
- To provide any other duties as requested.
COMMUNICATIONS AND WORKING RELATIONSHIPS
- All Staff and Directors of Taurus
- Head of Corporate Services and Business Support
- Business Support Team
- Wye Valley NHS Trust
- ICB
- Herefordshire Council
- Staff, including clinicians in a variety of healthcare settings
- PCN Clinical Directors
PERSONAL DEVELOPMENT
- To participate in individual performance reviews and personal development plans on an annual basis and to undertake training and development as identified within these discussions and as indicated by the requirements of the post.
CLINICAL GOVERNANCE
- To realise the importance of confidentiality when dealing with patients and staff, particularly when giving or receiving information over the telephone in accordance with the Data Protection Act.
- Maintain the high standards of the service by contributing towards individual, team and service objectives and acting at all times in the best interest of patients.
- To accurately collect, collate and input data to Information Systems as required by procedures to ensure that patient database records are up to date and accurate.
- To participate in Individual Performance Review and Personal Development plans on an annual basis and to undertake training and development as identified within these discussions and as indicated by the requirements of the post.
INFORMATION GOVERNANCE
- Taurus Healthcare requires its staff to comply with Information Governance related standards and policies at all times when dealing with confidential information, which includes any information relating to the business of the company and its service users and employees.
- All Taurus Healthcare staff are bound by a duty of confidentiality and must conduct their duties in line with the NHS Confidentiality Code of Practice, Data Protection Act and Freedom of information Act.
- Post-holders must maintain high standards of quality in corporate and clinical record keeping ensuring information is always recorded accurately and kept up to date. The post-holder must only access information, whether paper, electronic or in other media, which is authorised to them as part of their duties.
- All Information obtained or held during the post-holders period of employment that relates to the business of the company and its service users and employees will remain the property of the Taurus Healthcare. Information may be subject to disclosure under legislation at the Companys discretion and in line with national rules on exemption.
- Any breach of confidentiality or computer misuse could lead to disciplinary action, and in serious cases could result in dismissal. Breaches after the post-holders employment has ended could result in the Company taking legal action against them.
HEALTH AND SAFETY
- To have responsibility for health, safety and welfare of self and others at work. This includes being conversant with Trust Health & Safety policies and procedures and ensuring incidents, accidents and near misses are reported; taking part in the risk management process and carrying out tasks/using equipment only when competent to do so.
- Be responsible for ensuring the general environment is clear of all hazards.
- To be responsible for the Health and Safety Statutory Compliance checks.
- All staff have a responsibility to apprise themselves of how the prevention of the spread of infection relates to their role. They have a responsibility to ensure they are aware of Company policies and procedures in relation to infection prevention and control and ensure that they comply with them in fulfilling their role.
- To undertake Health and Safety Online CIEH Level 2 in the Workplace Course.
- To undertake 3-day First Aid Training course.
EQUALITY & DIVERSITY
- Respect the privacy, dignity, needs and beliefs of patients, carers and colleagues.
- Act in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with Taurus procedures / policies and current legislations.
- Act as a chaperone as needed.
- Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights
This job description may be amended by management through consultation with the post holder in order to reflect changes in, or to, the job.
Person Specification
Experience
Essential
- Working knowledge of Microsoft Office - Word, Excel, Outlook and PowerPoint
- Experience in producing correspondence, reports and presentations
- Experience in planning, co-ordinating and facilitating meetings
- Experience in general office duties
Desirable
- Experience in minute taking/transcribing
- Experience in management of electronic diaries
- Experience of office health and safety requirements
Qualifications
Essential
- NVQ Level 1 & 2 Business Administration
- GCSE Mathematics or equivalent level
- GCSE English or equivalent level
Desirable
- Health and Safety Online CIEH level 2 in the Workplace course
- First Aid training
Other Requirements
Essential
- Understanding of confidentiality and data protection
- Required to travel to meetings
- UK driving licence and use of a car
Skills
Essential
- Able to communicate effectively
- Good interpersonal communication skills, both written and verbal
- Confident telephone manner and accurate message taking
- To manage and prioritise own workload to meet deadlines
- Ability to work effectively as part of a team
- Good level of accuracy and attention to detail
Personal Qualities or Attributes
Essential
- Reliable, conscientious and flexible approach to work
- To be able to work independently on own initiative
- Ability to maintain confidentiality
Person Specification
Experience
Essential
- Working knowledge of Microsoft Office - Word, Excel, Outlook and PowerPoint
- Experience in producing correspondence, reports and presentations
- Experience in planning, co-ordinating and facilitating meetings
- Experience in general office duties
Desirable
- Experience in minute taking/transcribing
- Experience in management of electronic diaries
- Experience of office health and safety requirements
Qualifications
Essential
- NVQ Level 1 & 2 Business Administration
- GCSE Mathematics or equivalent level
- GCSE English or equivalent level
Desirable
- Health and Safety Online CIEH level 2 in the Workplace course
- First Aid training
Other Requirements
Essential
- Understanding of confidentiality and data protection
- Required to travel to meetings
- UK driving licence and use of a car
Skills
Essential
- Able to communicate effectively
- Good interpersonal communication skills, both written and verbal
- Confident telephone manner and accurate message taking
- To manage and prioritise own workload to meet deadlines
- Ability to work effectively as part of a team
- Good level of accuracy and attention to detail
Personal Qualities or Attributes
Essential
- Reliable, conscientious and flexible approach to work
- To be able to work independently on own initiative
- Ability to maintain confidentiality
