Job summary
- Main area
- Specialised Commissioning
- Grade
- NHS AfC: Band 4
- Contract
- Permanent
- Hours
- Full time
- Flexible working
- Job ref
- 990-CFO-6710032-E
- Employer
- NHS England
- Employer type
- NHS
- Site
- Any NHSE office
- Town
- 133-155 Waterloo Rd
- Salary
- £26,530 - £29,114 per annum (exclusive of London weighting)
- Salary period
- Yearly
- Closing
- 28/10/2024 23:59
Employer heading
Business Support
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
An exciting opportunity has arisen within the National Specialised Commissioning Quality and Nursing team in NHS England for a Business Support Assistant. It is a full-time role on a permanent basis (37.5 hours per week) hybrid and based in one of the National NHS England Offices.
If you consider yourself to be friendly, approachable, creative, energised and driven to make a difference to people, then this role might be just what you are looking for.
The successful post holder will be responsible for providing a high level, professional and confidential support function to the team and will support the day-to-day functioning of the team.
Main duties of the job
The post holder will work as part of a friendly and dynamic team in delivering an effective service supporting the Specialised Commissioning Quality and Nursing Team nationally. They will support the team with the management of daily administrative tasks and broader projects, gathering information and undertaking enquires as necessary. The role also requires the post holder to maintain a range of knowledge and understanding of procedures, protocols and functions across the organisation, and to provide guidance to colleagues on these as necessary.
The post holder will provide and coordinate administrative duties including, the management of electronic diaries and emails, preparing agendas and meeting notes and trackers, and ensuring the team regularly update the risk register, taking appropriate follow-up action as required. Organising and planning events such as peer reviews and other National events and supporting in project management.
The post holder is expected to use their own initiative and be able to work unsupervised, undertaking specific project work as and when necessary. They must be able to plan and manage a range of complex duties, organise their own work to meet deadlines and respond professionally to enquiries, both internally and external to the organisation. A good comprehension of MS Word, Excel, Outlook and PowerPoint are essential to the role.
Working for 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.
Detailed job description and main responsibilities
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Provide specialist secretarial/administration support and advice to the teams and/or Sector to support a number of initiatives by:
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Taking telephone calls for others in the department when they are out and expected to use their initiative when dealing with phone calls and messages.
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Undertaking all administrative duties such as photocopying, faxing and sorting and prioritising mail and e-mail. Distributing as appropriate.
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Sorting and prioritising all incoming mail and e-mail, distributing as appropriate.
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Managing the electronic diary for the department, including arranging and changing appointments, prioritising these as appropriate.
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Ensure all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner.
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Organising and planning events as directed, providing all necessary supporting in local materials.
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Supporting teams in project management and participating in department events.
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Required to input, monitor and check data produced and required for on-going programmes and projects.
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Working with all team members in the collection of information for performance reporting on relevant team projects.
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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 alone.
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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.
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Running and collating reports which may include reports to the Board and senior management as required.
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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
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Preparing agendas, taking minutes and distributing notes of meetings including typing up of group discussions and interviews as necessary.
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Supervises staff in day to day activities as directed, allocating and checking work as necessary.
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Working together with other administrators/PA’s within the Trust 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.
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Providing guidance and advice on relevant policies and procedures.
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Participate in Research and Development activities as directed.
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To carry out other appropriate delegated duties as required.
You can find further details about the job, in the attached Job Description and other supporting documents.
Person specification
Qualifications
Essential criteria
- Educated to NVQ 4 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.
Knowledge and Experience
Essential criteria
- • Significant administrative/ secretarial experience including initiating and maintaining office systems.
- • Intermediate knowledge of Microsoft programmes such as Outlook, Word, Excel, PowerPoint and Teams.
- • Understanding of Confidentiality and Data Protection Act.
- • Demonstrable experience in dealing with the public and dealing with sensitive and confidential information.
- • Knowledge of NHS issues
Skills and Capabilities
Essential criteria
- • Excellent administration and organisation skills - able to work on own initiative, organising and prioritising own and others workloads to changing and often tight deadlines.
- • Minute Taking
- • Good interpersonal skills
Communication Skills
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.
Values and Behaviours
Essential criteria
- Commitment to and focused on quality, promotes high standards in all they do.
- 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
- Consistently looks to improve what they do, looks for successful tried and tested ways of working, and also seeks out innovation
- Actively develops themselves and supports others to do the same
Equality and Diversity
Essential criteria
- • Understanding of and commitment to equality of opportunity and good working relationships
Autonomy/Freedom to Act
Essential criteria
- • Ability to work without supervision. Able to work on own initiative, organising and prioritising own and others workloads to changing and often tight deadlines
Other
Essential criteria
- Professional, calm and efficient manner
- An ability to maintain confidentiality and trust and an awareness of information governance requirements and data protection
Employer certification / accreditation badges
Applicant requirements
This post will require a submission for Disclosure to be made to check for any unspent criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Laura Urbina
- Job title
- Project Manager
- Email address
- [email protected]
- Telephone number
- 07860178983
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