Job vacancy: Business Services Team Leader + PA to the Head of Department Team, University Hospitals Plymouth NHS Trust, Plymouth

Job summary

Main area: Administrative Services
Grade: NHS AfC: Band 5
Contract: Permanent
Hours: Full time - 37.5 hours per week
Job ref: 216-AH-A7033205

Employer: University Hospitals Plymouth NHS Trust
Employer type: NHS
Site: Digital & Innovation Services
Town: Plymouth
Salary: £29,970 - £36,483 Per Annum
Salary period: Yearly
Closing: 20/04/2025 23:59

Business Services Team Leader + PA to the Head of Department Team

NHS AfC: Band 5

Detailed job description and main responsibilities

Strategy

·Administer the production and development of the Digital & Innovation Services strategy documentation for the NHS Community as part of the overall Digital & Innovation Services Strategy including collation of input from the various sections.

·Develop and manage Digital & Innovation Services business support policies and

services in support of the strategic aims of the Digital & Innovation Services Service.

Business Support

·Develop, control, manage and support the delivery of high-quality business support services to the department Service, which is aimed at meeting and exceeding customer needs. This includes the management of effective minute taking at Digital & Innovation Services project and programme boards where the information communicated can be of a complex and technical nature.

·Provide administration support and take minutes for both the Service Manager's

Improvement Team and the Senior Leadership Group forums.

· Manage the administration pool in support of the Digital & Innovation Services to

provide effective administrative support.

· Provide Personal Assistant (PA) services to the Head of Department team dealing with

sensitive and confidential information on their behalf.

·Communicate with Senior Managers both internally and externally to ensure optimal

administration support to the Head of Department team.

·Co-ordinate and administer the collation of the Business Services Team Key

Performance Indicators (KPIs) for monthly performance reporting.

·Co-ordinate and administer the Freedom of Information (FOI) requests and audit

requirements for the service, ensuring all statutory and mandatory returns are

completed in a timely manner.

·Co-ordinate and administer the Health & Safety and Risk management of the service

including the collation of quarterly reports for the Senior Management Team. Acting as

Deputy Health and Safety manager for the service.

·Provide a high standard of Digital & Innovation Services business support management

ensuring all records are maintained.

·Audit and inspect business support processes to ensure a quality and improved service

is provided and to contribute towards the continuous improvement of quality services.

·Set, achieve and maintain a consistently high standard of quality for the IT business

support. Propose changes to the team’s working practices and procedures ensuring a

quality first approach. Ensure all procedures are well documented.

Communications and marketing

·Develop written and visual content to increase engagement with our customers and

audiences, driving stronger connections & interactions

·Curate and copywrite content for internal and external communication

·Ensure content of the D&I web pages are updated and website administration is

supported

Human Resources

·Line manage the Digital & Innovation Services Business Services team.

·Recruit, appraise, train, and allocate work to, performance management and

development of the Business Services team.

·Establish and agree working practices within the Business Services team.

·Monitor and maintain best practice in Health & Safety within the Business Services

team.

Person specification

Knowledge and Experience

Essential criteria

A demonstrably experienced Office Manager with demonstrable experience of staff management including recruitment, appraisal, attendance and performance management.
Proven demonstrable experience of implementing action plans to tight deadlines
Demonstrable experience of creating documentation and board papers.

Desirable criteria

Demonstrable experience of working in a multidisciplinary team.
Demonstrable experience of chairing meetings and forums

Qualifications

Essential criteria

Proven Degree in Business related subject or equivalent demonstrable experience
A minimum of GSCE level English and Maths or equivalent demonstrable experience

Desirable criteria

Health and Safety Risk Assessor

Aptitude and Abilities

Essential criteria

A high level of IT skills including demonstrable experience of working with database and spreadsheet packages
Ability to prioritise effectively and communicate priorities to users and staff

Desirable criteria

Effective influencing skills
Numerate and with demonstrable experience of interpretative reporting and demonstrable experience of statistical analysis

PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY INCLUDING YOUR JUNK FOLDER.

If you need support with the online application process or require reasonable adjustments with the application and/or interview process please contact the Recruiting Manager for this post.

We recognise that work life balance is important for our colleagues and so we invite requests from applicants about less than full time/flexible working for our advertised roles. We recommend contacting the manager of the role prior to applying and we commit to giving requests full consideration.

We welcome and encourage applicants who identify with all protected characteristics to apply for our roles. We believe that diversity strengthens our teams and improves our patients' experience. At UHP we aim to create an inclusive workplace and hospital where everyone feels they belong and included.

It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.

Providing false information is an offence & could result in the application being rejected or summary dismissal/police action if an applicant is successful.

Please note that if you are successful in your application & accept the position you agree that the Staff Health and Wellbeing Department can access your health records from your current/previous employer in order to check the status of your inoculations & screening tests. This is an automated process & the information will only be used for these purposes prior to your taking up the position with us.

For Doctors Roles:

Unsolicited CVs and Candidate Profiles/Details
University Hospitals Plymouth has a commitment to sourcing candidates directly and as such we do not accept speculative CVs from agencies.

We do, however, work with a defined list of preferred HTE Framework suppliers who may be invited to support us in sourcing candidates for particular roles.

In line with our preferred supplier list, we only pay agency fees where we have a signed agreement in place and an agency has been instructed by a member of the Trust’s Medical Workforce team.

We do not pay agency fees where speculative and unsolicited CVs are submitted to the Trust or Trust employees by any other means than the official route above. Where this is not observed the Trust reserves the right to contact these candidates directly and initiate discussions without payment of any agency fee.

Any candidate details (whether written or spoken) or CVs that are referred directly will not constitute an introduction. The Trust will under no circumstances be responsible for any recruitment fees in relation to these contacts.

Submission of any unsolicited CVs, candidate’s details and/or proposals to the Trust will not be considered further and will be deemed evidence of full and unlimited acceptance of this Agency Protocol.

In order to establish and maintain good working relationships with the Trust’s agency suppliers, we ask that this Protocol is adhered to and thank you for your co-operation.