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Detailed job description and main responsibilities

As a Business Support Assistant, the post holder will work as part of a dynamic team in supporting and delivering clinically led service improvement – assisting project and programme managers to achieve the wider objectives of the LMNS, SCN and NHS Greater Manchester Integrated Care.

The post holder will support the team to ensure that their work stream of projects is planned and managed effectively and will take the lead their successful delivery.  This will require the successful candidate to be competent in:

• Preparing documents, reports and materials in readiness for meetings.
• Arranging meetings, booking rooms and hospitality, compiling agendas, taking formal minutes and chasing actions, minute taking both via action logs and more detailed notes
• Planning and updating diaries and maintaining effective bring forward systems and diary management
• Updating filing systems (paper and electronic)
• Ensuring all correspondence is accurately and appropriately presented, this includes proactive management of emails
• Word processing – typing (including audio) of general correspondence and reports
• Using proficient internet skills to access, search and retrieve information
• Handling queries and ensuring that relevant information is imparted, and confidentiality is maintained
• Setting up MS TEAMS meetings, and events
• Creating and designing presentations using PowerPoint
• Supporting the programme and project team with administrative tasks
• Setting, planning and prioritising own workload to deliver effective outcomes
• Taking responsibility for own professional development and learning
• Being able to effectively manage competing complexities and priorities
• Undertaking mandatory training in relevant subjects

In particular the post holder will:

• Use initiative when dealing with phone calls and messages.
• Be confident in using Excel to input and extract data in to report format and visual graphs assisting with inputting, monitoring and checking data produced and required for the project.
• Undertake all administrative duties such as photocopying, scanning and sorting and prioritising mail and e-mail. Distributing as appropriate.
• Book travel and accommodation for the team where required.
• Manage the electronic diary for the programme team, including arranging and changing appointments, prioritising these as appropriate.
• Ensure all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner.
• Support events as directed, providing all necessary supporting local materials.
• Work with all team members in the collection of information for performance reporting on relevant team projects.
• Act as a point of contact for projects, dealing and responding effectively with queries from stakeholders and passing on relevant information to appropriate team members sensitively and autonomously.
• Run and collate reports which may include reports to senior management as required.
• Develop and maintain effective electronic and paper filing systems, to ensure that information is kept securely and is accessible to other members of the team
• Prepare agendas, taking notes and minutes, distributing notes and minutes of meetings including typing up of group discussions and interviews as necessary.
• Participate in Research and Development activities as directed.