Job summary
- Main area
- Administration
- Grade
- NHS AfC: Band 4
- Contract
- Permanent
- Hours
- Full time
- Flexible working
- Job ref
- 990-SW-6703914-E
- Employer
- NHS England
- Employer type
- NHS
- Site
- Floor 2, North Wing
- Town
- Bristol
- Salary
- £26,530 - £29,114 per annum
- Salary period
- Yearly
- Closing
- 03/11/2024 23:59
Employer heading
Business Support Administrator
NHS AfC: Band 4
Our Organisation
The NHS is building a culture that is positive, compassionate and inclusive – and we all have our part to play.
As employers we are committed to protecting and promoting the physical and mental health and wellbeing of all our colleagues. This underpins our values as set out in the NHS Constitution and supports us to be an Employer of Choice, while helping our colleagues to deliver high quality services for our patients and communities.
As a flexible employer, we want to support you to work in a way that is best for the NHS, our patients and you. Talk to us about how we might be able to accommodate a flexible working arrangement whether that’s a job share, part time, hybrid working or another flexible pattern. In addition, although the role advertised may have a ‘home’ office base indicated, we remain committed to supporting flexibility around workplace locations. If it works for the service, we will do our best to make it work for you.
Job overview
This role specifically supports the delivery of the acute commissioning portfolio, comprising over £1billion of contracts from both NHS and Independent Sector healthcare providers from Cornwall up to Gloucester and across to Dorset. The Acute Services Commissioning Programme is delivered by a multi-disciplinary team, including Commissioners; Finance; System Transformation Leads; Business Intelligence and Pharmacy professionals.
You will work as part of a support function and as well as working with your immediate ‘hub’ team you will also have peers with which to work and establish support and cross cover arrangements as a pivotal role in supporting the team in all aspects of commissioning administration.
Main duties of the job
The post holder will provide and co-ordinate administrative and secretarial services to the team and consistently deliver a service which promotes good customer service and effective working relationships. This will include:
- Preparation of agendas and minutes, taking appropriate follow-up action as required.
- Supporting the team with the management of contracts and projects.
- Gathering information and undertaking enquiries as and when necessary.
- Managing communication and correspondence from members of the public and contractors.
Working for our organisation
The NHS England board have set out the top-level purpose for the new organisation to lead the NHS in England to deliver high-quality services for all, which will inform the detailed design work and we will achieve this purpose by:
- Enabling local systems and providers to improve the health of their people and patients and reduce health inequalities.
- Making the NHS a great place to work, where our people can make a difference and achieve their potential.
- Working collaboratively to ensure our healthcare workforce has the right knowledge, skills, values and behaviours to deliver accessible, compassionate care
- Optimising the use of digital technology, research, and innovation
- Delivering value for money.
If you would like to know more or require further information, please visit https://www.england.nhs.uk/.
Colleagues with a contractual office base are expected to spend, on average, at least 40% of their time working in-person.
Staff recruited from outside the NHS will usually be appointed at the bottom of the pay band.
NHS England hold a Sponsor Licence; this means that we may be able to sponsor you providing the Home Office requirements are met. To be eligible for sponsorship through the Skilled Worker route you’ll usually need to be paid the ‘standard’ salary rate of at least £38,700 per year, or the ‘going rate’ for your job, whichever is higher. You can find more information on the Government website.
Detailed job description and main responsibilities
- Managing the electronic diary for the department, 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.
- Organising and planning events as directed, providing all necessary supporting in local materials.
- Supporting teams in project management and participating in department events.
- Required to input, monitor and check data produced and required for on-going programmes and projects.
- Working with all team members in the collection of information for performance reporting on relevant team projects.
- Acting as a point of contact for teams, dealing and responding effectively with complex queries from stakeholders and passing on relevant information to appropriate team members sensitively and autonomously.
- Supplying the relevant information required for financial management, supporting the head of department and teams by checking and sending
invoices for payment. - Responsible for ordering stationery and consumables for the department, ensuring they are kept securely
- Running and collating reports which may include reports to the Board and senior management as required.
- Developing and maintaining effective electronic and paper filing systems, to ensure that information is kept securely and is accessible to other members of the team
- Preparing agendas, taking minutes and distributing notes of meetings including typing up of group discussions and interviews as necessary.
- Working together with other administrators/PA’s across the organisations to provide an effective network of communication including dealing with visitors to the base and being flexible to cover other administrators’ general duties on the base.
- Providing guidance and advice on relevant policies and procedures.
- Participate in Research and Development activities when required and as directed.
- To carry out other appropriate delegated duties as required
Person specification
Qualifications
Essential criteria
- Significant administrative/ secretarial experience including initiating and maintaining office systems.
- Demonstrable experience in dealing with the public and dealing with sensitive and confidential information.
- Intermediate knowledge of IT systems and software programmes such as Outlook, Word, Excel, PowerPoint and Access.
Desirable criteria
- Experience of working in a contract/commissioning team
Qualifications
Essential criteria
- Educated to NVQ 4 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.
Skills Capabilities & Attributes
Essential criteria
- Clear communicator with excellent writing, data entry and presentation skills
- Capable of constructing and delivering clear information/ instructions to staff and service users
- Ability to work at pace in a busy working environment and able to multi-task
- Effective team working
- Minute taking
- Able to work on own initiative, organising and prioritising own and others workloads to changing and often tight deadlines
Values and Behaviours
Essential criteria
- Values diversity and difference operates with integrity and openness
- Works well with others, is positive and helpful, listens, involves, respects and learns from the contribution of others
Employer certification / accreditation badges
Documents to download
Further details / informal visits contact
- Name
- Mrs Selena Riggs
- Job title
- Head of Acute Commissioning
- Email address
- [email protected]
- Telephone number
- 07733307018
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