About this role
Job summary
*** Applications to be made by employees within the Kent and Medway System Only***
Business Support Manager
Division: Corporate
Care Group: Trust Executive and Board
Band: NHS AfC Band 5
Salary: £32,073 - £39,043 per annum/pro rata
Interview Date: To be confirmed
We are recruiting for a Business Support Managerwho share our ambition and vision to deliver theBest of Care by the Best People and have the drive to take us forward, by ensuring that the Trust continues to be the first choice for patients and our staff.
Main duties of the job
To work within the Executive Support Office to provide a comprehensive range of administrative and business support services for the Executive Leadership Team.
This includes executive support to the aligned Executive Director(s), their Deputy Director and the Senior Management Team within the Directorate in the form of business support, financial and administrative support, management of office procedures and events organisation.
Our values are Bold, Every Person Counts, Sharing and Open and Together. It is important that you understand and to refer to our values when completing your application and always reflect our values throughout your employment with the Trust.
We are committed to endorsing diversity, multiculturalism, and inclusion; our policies / procedures ensure that all applicants are treated fairly at every stage of the recruitment process.
To contribute to our exciting future and become part of our team, apply today.
About us
Do you have the ambition and vision to deliver our mission of theBest of Care by the Best of People providing excellent care, every time?
Here at Medway, we pride ourselves on working together as one to ensure that our shared vision is achieved for our patients.
As a key partner in the healthcare of our local population, we are keen to deliver this as an outcome of our Trust-wide strategy - Patient First. Using an Operational Excellence approach to align our priorities and operational management structures, we are just over a year and half into our Patient First deployment. We are looking for creative, skilled people to join our Transformation Team and further support us on this journey.
Our culture and values define us here at Medway NHS Foundation Trust and are the heartbeat of who we are as an organisation.
Our BEST values underpin Patient First and are at the core of the care we give to our patients, the support we offer to our staff and our overall leadership approach:
B - Bold
E - Every person counts
S - Sharing and open
T - Together
Our Trust is a great choice for people who want to develop their career in an ambitious and dynamic environment; our employees are able to choose the coverage and supplemental benefits that best fit their needs and those of their families. This includes the promotion of flexible working opportunities across the Trust.
Job description Job responsibilities
The expectation is that this role not only provides a high level of administrative support but also manages a diverse range of tasks. Roles will be aligned to particular Executive portfolio(s), with the expectation that colleagues are well versed in other Executive areas to provide support and cross-cover where appropriate/necessary.
Maintain a smooth running and efficient office for the aligned Executive Lead(s), their wider directorate and the senior leadership team; provide business management/PA support to deal with daily matters.
It is important that the post holder is flexible and provides support as required/requested as well as using their own initiative when necessary to action routine and urgent matters to ensure that decisions are taken and all deadlines are met. Take initiative in prioritising, delegating and organising their Executive Lead(s) workload to meet specific deadlines in the near term and planning events over 12-months.
Manage, provide and maintain a high level of business management services to their Executive Lead(s) and the senior leadership team as required, in the autonomous production of reports, business papers, spreadsheets, presentations and other documents. Adhering to deadlines and accurately assimilating information in the production of reports and correspondence and be responsible for all organisational requirements for the smooth running of the Executive Support Office. Streamline systems and processes as appropriate to allow the free flow of information with the minimum of bureaucracy.
Manage complex and sensitive business on behalf of the aligned Executive Lead(s) and the senior leadership team; problem-solving, having the ability to take responsibility and think independently, respond to sudden unexpected demands in their aligned Executive Lead(s) absence, linking with members of the Senior Management team and delegating as appropriate.
To use autonomous judgement and initiative to manage the response to all their Executive Lead(s) and the senior leadership teams incoming correspondence (e.g. post, emails) and telephone calls; some of which will be contentious, complex and sensitive, identifying those which are a priority and handling them accordingly, redirecting to appropriate person for action, replying on behalf the Executive Lead and support the drafting of responses for the senior leadership team and sending these to a range of colleagues/organisations for information/action.
Manage the scheduling and managing the diary of the aligned Executive Lead(s) in an efficient and timely manner; maintaining an open door policy whilst protecting their time and being reactive to diary changes at short notice; using personal judgement to plan ahead and manage commitments ensuring equal balance and best use of time for meeting commitments including completion of Leader Standard Work to ensure commitments are challenged and delegated where appropriate.
Ensuring regular liaison with their aligned Executive Lead(s) and their direct reports and senior leadership team, taking the opportunity to highlight any areas of concern and potential conflicts.
Providing a full administrative service for meetings of a significant nature, including preparing agenda papers, taking and transcribing formal minutes, following up actions and to be politically sensitive and have a sound knowledge of issues under discussion. Organising meetings for their Executive Lead(s), including booking rooms/venues and arranging hospitality. To ensure the Executive Lead is fully briefed in advance of their meetings and have had sight of the relevant paperwork/agendas.
Other responsibilities include (but are not limited to):
Set and ensure that deadlines are met by monitoring their progress and follow up where necessary.
Receive, screen and make telephone calls on behalf of the aligned Executive Lead(s). This will include dealing with enquiries from outside sources, resolving enquiries when possible taking messages or redirecting calls as appropriate and ensuring that adequate and timely action is taken.
Responsible for and play a key role in internal/external communication, developing effective networks and effective communication with individuals and other organisations regarding the activities of the Executive Support Office.
Responsibility for monitoring and supporting discreet and Corporate projects on behalf of the aligned Executive Lead(s).
Providing administrative support to Patient First activity aligned to the Executive Lead(s).
Support with the management of the corporate governance database and record-keeping for the directorate and wider Executive Team.
Provide support with archiving processes - identifying records for secure disposal in line with the records retention policies.
Contribute to the development of systems and processes to enable the continuous improvement of the Executive Support Office.
In all matters, document and inform the assigned Executive Lead(s) of actions taken on their behalf.
Organise travel and/or accommodation requirements and process expense claims and invoices.
Recording and monitoring pay/sickness/absence for all directorate workforce utilising the Trusts rostering system.
Logging of incoming directorate complaints, sending to the relevant department and ensuring that complaint responses are appropriately processed ready for posting by the Complaints Team.
Person Specification
Qualifications Essential
QualificationsDegree in relevant business subject area or equivalent experience
Knowledge Essential
Significant administrative/secretarial experience at PA and EA level, including initiating and maintaining office systems Intermediate knowledge of IT systems and software programmes such as Outlook, Word, Excel and PowerPoint Understanding of Confidentiality and the Data Protection Act Understanding of governance within the NHS Experience of working across and with other organisations Knowledge of a range of administrative and organisational procedures
Experience Essential
Demonstrable experience in dealing with the public, sensitive, confidential and difficult situations and information Organisation and servicing meetings of a significant nature including the taking of and writing up of formal minutes Expertise across the full range of office systems and administrative procedures Extensive experience in electronic diary management
Skills Essential
Excellent organisational, time management and inter-personal skills Excellent diary management skills and ability to manage a number of diaries at any one time The ability to deal effectively and confidently with both internal and external contacts whilst communicating complex and sometimes sensitive information Ability to work autonomously but able to recognise when it is appropriate to seek advice
Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details Employer name Medway NHS Foundation Trust
Address Medway NHS Foundation Trust
Windmill Road
Gillingham
ME7 5NY
United Kingdom
Employer's website https://www.medway.nhs.uk/ (Opens in a new tab)