Business Support Officer London, England
Job description
Main duties of the job
The post holder will be responsible for organising and managing business processes and functions that underpin the team’s infrastructure, ensuring continuous update and improvement.
The successful candidate will possess excellent communication and interpersonal skills and will be capable of working effectively under pressure. They will have excellent organisational skills including a high-level working knowledge of Windows-based systems. They should be capable of working to schedules and using their own initiative, whilst maintaining a high level of confidentiality and discretion at all times.
Working for our organisation
Our trust has over 10,000 staff serving 1.6 million patients. It comprises Barnet Hospital, Chase Farm Hospital, the Royal Free Hospital, and satellite sites with more than 30 services in the community. This larger scale organisation provides an unprecedented opportunity for us to continue our pioneering work, particularly in finding ways to deliver even better care to our patients.
Our mission is to deliver world class care and expertise in our clinical services, underpinned by world class teaching, research and support services and we will continue to measure our progress against our five governing objectives:
- excellent outcomes,
- excellent patient and staff experience,
- excellent value for taxpayers’ money,
- being safe and meeting our external duties,
- building a strong organisation.
RFL Property Services is a wholly owned subsidiary of the Royal Free NHS Foundation Trust providing specialist estates facilities property and project management services to the trust and other third-party organisations.
Detailed job description and main responsibilities
Main Duties and Responsibilities
- To provide a comprehensive, confidential, and high-quality administrative service to support the operational management of the Service Transformation team function
- To provide administrative support on recruitment
- To maintain and support induction processes
- To coordinate and support training budgets
- Review and ensure compliance on MAST (Mandatory and Statutory Training) training across the team
- Support the maintenance of the team’s future business opportunities tracker
- Establish and manage the team’s office function – including but not limited to staff equipment list, stationary, staff licenses and compliance on all relevant building and Trust policies
- Setting up and maintaining team organisation charts, contact lists, group calendar events (holiday/staff movement) and team away days
- Support with management/reporting of team timesheets including agency staff members
- Maintaining the team SharePoint function and support any required improvements to its functionality
- Support the development and implementation of the RFLPS social media strategy; adding / updating content on the RFLPS website
- To create and maintain effective working relationships with staff at all levels across RFLPS, the Royal Free London NHS Foundation Trust, and all external client, partner, and supplier organisations
- To maintain an effective ‘bring forward’ and follow-up system for Service Transformation Team meetings.
- To be responsible for the preparation of complex documentation, including contract documentation, ensuring the provision of high quality and timely word processing services (utilising all Microsoft Office packages), when producing sensitive correspondence, reports, emails, minutes, presentations, project plans and spreadsheets.
- In the absence of Service Transformation team members, re-direct calls and enquiries that require an immediate / urgent response to the appropriate senior manager.
- To establish an effective communication system - creating and maintaining a database of key contacts, including stakeholders.
- To establish and manage databases as required.
- To proactively assist in developing a co-operative and team focused approach to the provision of secretarial services to the executive team and provide support to visitors to the RFL PS offices.
- To assist in the recruitment, supervision and training of new staff and other clerical staff and give continuous guidance as required.
- In conjunction with colleagues from other divisions, maintain the office environment including reporting & resolving related issues
Committee administration
- To take minutes at meetings as required. These may be of a highly confidential nature, requiring accuracy and discretion.
Governance
- To maintain sickness and annual leave records in line with trust policy.
- To maintain an asset register and ensure that all files and records are stored and retrieved appropriately in accordance with trust policy.
- To prepare an office handbook, including office procedures to assist colleagues in providing cover.
Person specification
Royal Free World Class Values
Essential criteria
- Demonstrable ability to meet the Trust Values
Education & professional Qualifications
Essential criteria
- Educated to degree level or equivalent experience
Desirable criteria
- Secretarial qualifications including RSA 3 or equivalent word processing / evidence of continuous learning
Experience
Essential criteria
- Experience of working unsupervised with responsibility for managing own work
- Recent experience of working with senior management level within a large and complex organisation
- Computer literacy and good understanding of computerised software including Microsoft Office, TRAC, PowerPoint, PECOS, Erostering & Allocate applications
- Previous experience of working as a PA to board members or equivalent
- An understanding of the Freedom of Information Act
Skills and aptitudes
Essential criteria
- Well-practised secretarial skills
- Able to contribute immediately to the work of the trust by establishing personal and professional credibility
- Confident communicator capable of communicating at all levels of the organisation, with excellent written, verbal, and interpersonal communications skills.
Desirable criteria
- Ability to understand and translate complex information clearly
Personal Qualities & attributes
Essential criteria
- Flexible approach to working patterns
- Punctuality and commitment to role
- Highly motivated and committed to providing a high quality, service
- Able to maintain confidentiality and discretion
- Professional and mature outlook in dealing with colleagues and public
Important Information – Please read before submitting your application.
Covid-19 Vaccination Requirement
The Government has formally announced it is pausing the regulations requiring specific healthcare sector roles to be fully vaccinated (1st & 2nd dose) against COVID-19, subject to government consultation.
Please be aware that should this post be identified as in scope for the regulations after the consultation and Parliamentary process, you will be required to provide your vaccination status or proof of medical exemption.
- Applicant communication for all stages will be via our preferred 3rd party recruitment system and not via NHS Jobs.
- Failure to supply correct email addresses for referees will cause delays, we do not accept private domain emails (Hotmail/Gmail/ etc. for referees)
- If you require sponsorship to work in the UK, to avoid disappointment, please check to ensure you are eligible under the UKVI points based system.
- If you are offered a role with one of the NLPSS partner trusts, as part of pre-employment checks your identity and right to work documentation will be verified remotely (in most circumstances), using a certified identity verification service provider TrustID. You will be asked to capture an image of the relevant documents as well as a “selfie” using your smartphone/tablet (if available) for facial matching. TrustID will also perform a digital address check using Trunarrative and Equifax, which is a soft check and does not leave a footprint on your credit rating. For more information, visit www.trustid.co.uk
- 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.
- The Trust on behalf of Royal Free London Property Serviced Ltd (rflpsl) will undertake a DBS (Formerly CRB) clearance where the job description and person specification requires the employee to undertake regulated activities, (Regulated Activity Definitions). The Trust fully complies with the Disclosure and Barring Service Codes of practice
- By applying for this post you are agreeing to Royal Free London NHS Foundation Trust on behalf of rflpsl transferring the information contained in this application to its preferred applicant management system. If you are offered a job, information will also be transferred into the national NHS Electronic Staff Records system
