Business Services Team Leader + PA to the Head of Department Team
NHS AfC: Band 5
Job overview
To provide high quality administration and business support for the University Hospitals Plymouth NHS Trust’s Digital & Innovation Services Department.
Preference will be given to internal Trust staff, as well as ‘Priority’ and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.
Main duties of the job
The post holder will manage the Business Services team who provide general administrative support for all administrative, finance and secretarial services to the D&I Department. The Business Services Team are also responsible for IT Commercial Procurement, Telecoms, Healthroster, departmental Health & Safety and general personnel support.
This service allows other teams within D&I to concentrate solely on the IT aspects of the hospital. In turn, this allows for the smooth running of the hospitals technical services and equipment, resulting in better patient care.
The post holder will also provide Personal Assistant services to the Head of Department team within the department including email inbox management, diary management, administration support etc.
The post holder will be responsible for departmental documentation, local records compliance and knowledge management both internally and externally.
Working for our organisation
We are a people business – where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure.
PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY.
If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. 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.
Detailed job description and main responsibilities
· 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.
· 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 maintained.
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
* 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.
* Demonstrable experience of working in a multidisciplinary team.
* Demonstrable experience of chairing meetings and forums.
Qualifications
* Proven Degree in Business related subject or equivalent demonstrable experience.
* A minimum of GSCE level English and Maths or equivalent demonstrable experience.
* Health and Safety Risk Assessor.
Aptitude and Abilities
* 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.
* Numerate and with demonstrable experience of interpretative reporting and demonstrable experience of statistical analysis.
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