Job summary
- Main area
- Business Manager
- Grade
- NHS AfC: Band 6
- Contract
- Permanent
- Hours
- Full time - Monday to Friday
- Job ref
- 260-TP-698
- Employer
- Tavistock and Portman NHS Foundation Trust
- Employer type
- NHS
- Site
- Tavistock Centre
- Town
- London
- Salary
- £42,471 - £50,364 per annum
- Salary period
- Yearly
- Closing
- 07/07/2024 23:59
Employer heading
Business Manager to the Chair and Chief Executive Officer
NHS AfC: Band 6
It is a condition of this employment that you must live in and remain a resident of the United Kingdom during your employment with the Tavistock and Portman NHS Foundation Trust.
Covid-19 Vaccination
Getting vaccinated, and getting a booster, remains the best defence against COVID-19.
We encourage and support staff to get COVID-19 vaccine and a booster dose as and when they are eligible.
Please note in order to progress your application, your data will be processed by our 3rd party recruitment providers – North London Partners Shared Service, who conduct recruitment activities on behalf of The Tavistock and Portman NHS Foundation Trust
___________________________________________________________________________________
The Tavistock and Portman NHS Foundation Trust is a specialist mental health trust with a focus on training and education alongside a full range of mental health services and psychological therapies for children and their families, young people and adults.
We are committed to improving mental health and emotional wellbeing, believing that high quality mental health services should be available for all who need them. We bring a distinctive contribution based on the importance we attach to social experience at all stages of people’s lives, and our focus on psychological and developmental approaches to the promotion of health and the prevention and treatment of mental ill health
We contribute to the pool of ideas through our own research and development, but are also committed to bringing together the best ideas of the time, old and new, from inside and out, together with the most gifted and able professionals in our fields of endeavour. We aim to share our ideas and practice through as many routes as possible.
As a Trust we aim constantly to be evolving in nature and form in relation to the environment in which we work, to ensure that our contribution remains relevant.
The Trust uses electronic new starter forms on Trac to collect personal details. Information collected is securely stored and used to set up the employee record on the ESR HR system.
___________________________________________________________________________________
Job overview
The role entails the efficient and professional management of the offices of the Chair and Chief Executive, as well as providing administrative support to the Executive Directors through the line management of the Executive PAs. This position is tasked with ensuring that all aspects of the Trust Chair and Chief Executive's business are coordinated effectively.
Main duties of the job
Management of CEO’s office
· Reviewing and prioritising workloads independently in line with unplanned changes and priorities.
Management of Chair’s office
· Providing administrative support to the Chair and ensuring that the Chair’s time is used strategically to support the organisation’s top priorities.
· Supporting to the Chair to manage relationships with the Non-Executive Directors and Governors, including supporting the appraisal process, arranging informal meetings and providing background information to support these.
· Acting as a key point of contact between the Chair and other colleagues, including following up on actions on their behalf to make sure these are carried out.
· Carries out other reasonable duties as may be assigned by the Chair from time to time.
People Management
· Ensuring the provision of high-quality support for Executive Directors including the flexible provision of support and cover in the event of absences.
· Provide strong and visible management, motivating and encouraging peers and other staff.
· Developing, supporting, and appraising staff, including identifying and helping to address training needs.
· Working with Executive Directors to identify strengths and weaknesses of individual members of staff with a view to improving the overall effectiveness of the team.
Working for our organisation
Confidentiality
All information concerning patients/clients and staff must be treated as strictly confidential at all times.
Code of conduct
As an employee of the Trust you are expected to comply with the code of conduct for employees at all times, and any breach of it whilst in practice will be investigated by the Trust.
Risk management
All Trust employees are accountable, through the terms and conditions of their employment, professional regulations, clinical governance and statutory health and safety regulations, and are responsible for reporting incidents, being aware of the risk management strategy and emergency procedures and attendance at training as required.
All staff have a responsibility to manage risk within their sphere of responsibility. It is a statutory duty to take reasonable care of their own safety and the safety of others who may be affected by acts or omissions.
Safeguarding
The Trust is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. All staff are expected to implement the Trusts’ safeguarding policies and procedures, act promptly on concern, communicate effectively and share information appropriately.
Emergency planning
Detailed job description and main responsibilities
Management of CEO’s office
· To lead on the management of the CEO’s mailbox, ensuring correspondence is up to date. This will include taking the initiative to respond to emails directly, within parameters agreed with the CEO, delegate emails out to executives or senior managers as appropriate and track all open actions on behalf of the CEO.
· Administering of meetings chaired by the CEO, including Executive Leadership Team (ELT) and EDI Programme Board meetings. Duties will include the collation of papers; minuting of meetings; drafting agendas; producing action logs and other related matters.
· Ensuring the provision of appropriate administrative support to the Chief Executive, including leading on the day to day running of the Chief Executive’s Office, ensuring required outcomes are identified and delivered to schedule.
· Ensuring high quality and effective levels of communication across the Trust and with external agencies including commissioners, partner organisations and regulatory bodies in relation to the Chief Executive Officer’s projects and portfolio.
· Helping to develop and maintain collaborative relationships with a wide range of internal and external stakeholders, with a view to delivering the Trust’s strategic ambitions.
· Managing and co-ordinating the executive on-call rota, and the Friday rota.
· Managing and coordinating rotas for service visits by Executive and Non-Executive Directors and members of the Council of Governors, and liaising with colleagues from the Communications Team on disseminating themes from such visits.
· Managing delegated pay and non-pay budgets for items within the Chief Executive’s and Chair’s offices.
· Investigating and responding to complex and sensitive concerns as required.
· Where necessary, identifying, developing and overseeing the implementation of appropriate policies and procedures required for the smooth running of the Chief Executive’s Office.
· Reviewing and prioritising workloads independently in line with unplanned changes and priorities.
· Producing high quality and accurate written material including presentations, reports, letters, and papers on behalf of the CEO and the Executive Leadership Team (ELT) as required.
· Building and maintaining positive working relationships within and outside the Trust to support the effective functioning of the CEO’s office.
· Maintaining contact and liaison with the CEO’s direct reports and their teams.
Management of Chair’s office
· Providing administrative support to the Chair and ensuring that the Chair’s time is used strategically to support the organisation’s top priorities.
· Ensuring that the Chair is provided with timely and high-quality information, and that relationships with key contacts and stakeholders are well managed.
· Leading on the management of the Chair’s inbox, responding to routine emails, handling correspondence and preparing drafts for the Chair’s sign off.
· Providing or accessing research, policy and general support for the Chair on all aspects of his role.
· Supporting to the Chair to manage relationships with the Non-Executive Directors and Governors, including supporting the appraisal process, arranging informal meetings and providing background information to support these.
· Acting as a key point of contact between the Chair and other colleagues, including following up on actions on their behalf to make sure these are carried out.
· Commissioning and writing high quality briefings and presentations for the Chair and working with colleagues across the organisation to source relevant materials.
· Maintaining a culture of high-quality work which values attention to detail and accurately anticipates the needs of the Chair.
· Carries out other reasonable duties as may be assigned by the Chair from time to time.
People Management
· Ensuring the provision of high-quality support for Executive Directors including the flexible provision of support and cover in the event of absences.
· Provide strong and visible management, motivating and encouraging peers and other staff.
· Developing, supporting, and appraising staff, including identifying and helping to address training needs.
· Working with Executive Directors to identify strengths and weaknesses of individual members of staff with a view to improving the overall effectiveness of the team.
This is not an exhaustive list of duties and responsibilities, and the post holder may be required to undertake other duties which fall within the grade of the job, in discussion with the Line Manager.
This job description will be reviewed regularly in the light of changing service requirements and any such changes will be discussed with the post holder.
Person specification
Qualifications
Essential criteria
- Diploma in business support or equivalent. Evidence of continuing professional development
Desirable criteria
- Educated to degree level and / or equivalent professional qualification; or
Knowledge and experience
Essential criteria
- Experience of managing staff
- Familiarity and experience of using IT packages including a working knowledge of Word, Excel and Powerpoint
- Experience in the NHS
- A successful track record of supporting Directors and other senior staff
Skills and capabilities
Essential criteria
- Highly effective communication and inter-personal skills enabling effective working with others
- Ability to communicate effectively with all levels of staff.
- Ability to work on own initiative, to organise and prioritise own workload and those of team members and to meet deadlines
- Ability to motivate self and others
- Ability to take concise and accurate minutes
- Ability to exert influence to ensure objectives and deliverables are met.
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Adewale Kadiri
- Job title
- Director of Corporate Governance
- Email address
- [email protected]
- Telephone number
- 07849312244
List jobs with Tavistock and Portman NHS Foundation Trust in Administrative Services or all sectors