Job summary
An exciting opportunity has arisen for a Business Support Manager, within theAcute Patient Access, Clinical Support Services and Women’s Health ICSU (ACW).
The post holder will have excellent communications skills and attention to detail, be willing to reprioritise their workload to support the needs of the team and be calm under pressure.
The business support manager will provide business support functions and will be responsible for the management of relevant systems and processes, including finance, procurement, HR, facilities, and IT.
The post holder will support meetings and internal inspection/accreditation processes administratively through minute taking, the creation and tracking of action plans and co-ordinating sign off processes.
Main duties of the job
This is an exciting opportunity to work as an important part of the Acute Patient Access, Clinical Support Services and Women’s Health ICSU (ACW) leadership team.
The team is responsible for the delivery of a wide variety of clinical and administrative services across the trust.
The Business support Manager must be able to work autonomously whilst at the same time demonstrating a positive approach to multi-disciplinary working. An essential requirement of the post is the ability to work alongside busy senior managers to prioritise and manage the work of the ICSU leadership team.
The post-holder will need to be able to build good working relationships with both internal and external stakeholders.
The post-holder will need to be able to provide high quality administrative support for internal and external meetings ensuring effective planning to ensure key stakeholders are present, and that the associated papers that support effective meeting management and good governance are created and circulated in a timely way both in advance and after meetings.
About us
Medical services have been delivered on the Whittington Hospital site for over 500 years. On 1st April 2011, Whittington Health was launched as a new Integrated Care Organisation (ICO) comprising The Whittington Hospital NHS Trust, NHS Islington and NHS Haringey. The Whittington and the community health services in Islington and Haringey are award winning organisations, delivering acute and community based health services to a population of 443,000 people.
The organisation is the biggest employer in the area, with over 4,500 staff; delivering healthcare not only on the acute hospital site which has 420 beds, but also from a variety of other community based health centres and through visits to patients homes across the boroughs to address the health needs of the local population. Whittington Health also works with other health, social care and voluntary sector partners to support patients and service users from their initial appointment whether it be with a community health team or at the hospital, all the way through to treatment and tailored after care.
We are one of the three main teaching campuses for the Royal Free and University College Medical School.
Our ICARE (Innovation, Compassion, Accountability, Respect and Excellence) Values not only help us shape what we do, but also how we do it and why. They are fundamental to the way we do business and care for our patients.
For more information, please access the following link:
Job description
Job responsibilities
Communication
- Play a pivotal role in acting as first point of contact for communications to the Acute Patient Access, Clinical Support Services and Womens Health ICSU leadership team and deal with all such communications appropriately, including exchange of sensitive information.
- Deal with matters of a highly confidential and sensitive nature which should not be divulged or discussed with other people
- Respond to all queries, correspondence and telephone calls coming into the office in a timely and professional manner. Initiate action where possible and report progress as appropriate. Employ judgement to ensure that messages and actions are prioritised and brought to the attention of the senior management team with any relevant supporting information.
- Receive and screen incoming mail, obtaining any relevant background information. On behalf of the Acute Patient Access, Clinical Support Services and Womens Health ICSU Clinical and Operational Directors, prepare/commission draft responses as necessary, identifying appropriate action or referral. Initiate follow up action where necessary.
- Manage incoming emails, ensuring briefings and follow up actions take place and deadlines met.
- Effectively manage the diaries of the Acute Patient Access, Clinical Support Services and Womens Health ICSU Clinical and Operational Directors, arranging and prioritising meetings/appointments, as necessary, ensuring the sufficient work/reflective and travel time and establishing and maintaining suitable bring forward systems to ensure that future activities or requirements are not overlooked.
- Organise conferences/events, including liaising with stakeholders, speakers, sourcing venues, inviting participants and guests and devising and sending details of confirmation of booking and joining instructions etc.
- Liaise with key stakeholders.
Information Management / Administrative / Executive Assistant Support
- Plan for situations, which are known; and to be able to re-prioritise work to accommodate unexpected situations and interruptions.
- Monitor project schedules and escalate areas of concern or exception
- Preparing progress reports.
- Establish and maintain effective, accurate and where appropriate, confidential filing systems, ensuring files and specific information can be easily retrieved.
- Undertake specific project work as and when required by the Acute Patient Access, Clinical Support Services and Womens Health ICSU Clinical and Operational Directors.
- Co-ordinate the rolling programme of performance and development reviews and 1:1 meetings; scheduling meetings and ensuring the Acute Patient Access, Clinical Support Services and Womens Health ICSU Quadrumvirate have the relevant information.
- Set up appraisals between the Acute Patient Access, Clinical Support Services and Womens Health ICSU Clinical and Operational Directors and Senior Management team.
- Undertake preparation of committee reports, including collation and copying of information, circulation of papers etc.
- Prepare and distribute agendas and papers for relevant meetings, in accordance with Trust policies, procedures and timescales.
- Take, produce and distribute meeting minutes within agreed timescales and associated action trackers.
- Undertake any other duties as delegated to the post holder by the Acute Patient Access, Clinical Support Services and Womens Health ICSU Clinical and Operational Directors
- Ensuring all departments keep on top of maintaining good IG compliance.
- Handling/collating sensitive documents for disciplinary/grievances.
- Administratively support the process of ensuring policies and SOPs are reviewed and updated within current guideline.
- Administratively support the preparations and documentation management associated with external accreditation and inspections across the Acute Patient Access, Clinical Support Services and Womens Health ICSU.
Office Management
- Support the proactive management of sickness/absence/annual leave/study leave by providing up to date information to the Acute Patient Access, Clinical Support Services and Womens Health ICSU Clinical and Operational Directors
- Be the contact for visitors, ensuring a polite, helpful, professional and organised approach directing visitors to the most appropriate person.
- Work independently on all aspects of the role, managing own workload and exercising maximum autonomy and control whilst recognising when it is appropriate to seek advice or assistance.
- Maintain a system for tracking and claiming expenses incurred by team members, as delegated.
Finance
- Provide support for Operational director to ensure financial sign off in streamlined including on call, escalated rates, local VCP processes
- Completing and processing team expenses.
- Arrange POs/invoices and Waivers for all external contractors whilst ensuring the budget is maintained.
Information Technology
- Optimise IT applications by using effectively all aspects of Microsoft applications to produce accurate and well-presented documentation, presentations etc.
- Be responsible for maintaining office systems.
- Updating the Trust intranet and maintain relevant sections on the intranet as and when required.
Personal Development
- To undertake ongoing training and professional development as required for the role, including annual statutory and mandatory training required of all Trust staff.
- Maintain and evidence continual professional development record.
Job description
Job responsibilities
Communication
- Play a pivotal role in acting as first point of contact for communications to the Acute Patient Access, Clinical Support Services and Womens Health ICSU leadership team and deal with all such communications appropriately, including exchange of sensitive information.
- Deal with matters of a highly confidential and sensitive nature which should not be divulged or discussed with other people
- Respond to all queries, correspondence and telephone calls coming into the office in a timely and professional manner. Initiate action where possible and report progress as appropriate. Employ judgement to ensure that messages and actions are prioritised and brought to the attention of the senior management team with any relevant supporting information.
- Receive and screen incoming mail, obtaining any relevant background information. On behalf of the Acute Patient Access, Clinical Support Services and Womens Health ICSU Clinical and Operational Directors, prepare/commission draft responses as necessary, identifying appropriate action or referral. Initiate follow up action where necessary.
- Manage incoming emails, ensuring briefings and follow up actions take place and deadlines met.
- Effectively manage the diaries of the Acute Patient Access, Clinical Support Services and Womens Health ICSU Clinical and Operational Directors, arranging and prioritising meetings/appointments, as necessary, ensuring the sufficient work/reflective and travel time and establishing and maintaining suitable bring forward systems to ensure that future activities or requirements are not overlooked.
- Organise conferences/events, including liaising with stakeholders, speakers, sourcing venues, inviting participants and guests and devising and sending details of confirmation of booking and joining instructions etc.
- Liaise with key stakeholders.
Information Management / Administrative / Executive Assistant Support
- Plan for situations, which are known; and to be able to re-prioritise work to accommodate unexpected situations and interruptions.
- Monitor project schedules and escalate areas of concern or exception
- Preparing progress reports.
- Establish and maintain effective, accurate and where appropriate, confidential filing systems, ensuring files and specific information can be easily retrieved.
- Undertake specific project work as and when required by the Acute Patient Access, Clinical Support Services and Womens Health ICSU Clinical and Operational Directors.
- Co-ordinate the rolling programme of performance and development reviews and 1:1 meetings; scheduling meetings and ensuring the Acute Patient Access, Clinical Support Services and Womens Health ICSU Quadrumvirate have the relevant information.
- Set up appraisals between the Acute Patient Access, Clinical Support Services and Womens Health ICSU Clinical and Operational Directors and Senior Management team.
- Undertake preparation of committee reports, including collation and copying of information, circulation of papers etc.
- Prepare and distribute agendas and papers for relevant meetings, in accordance with Trust policies, procedures and timescales.
- Take, produce and distribute meeting minutes within agreed timescales and associated action trackers.
- Undertake any other duties as delegated to the post holder by the Acute Patient Access, Clinical Support Services and Womens Health ICSU Clinical and Operational Directors
- Ensuring all departments keep on top of maintaining good IG compliance.
- Handling/collating sensitive documents for disciplinary/grievances.
- Administratively support the process of ensuring policies and SOPs are reviewed and updated within current guideline.
- Administratively support the preparations and documentation management associated with external accreditation and inspections across the Acute Patient Access, Clinical Support Services and Womens Health ICSU.
Office Management
- Support the proactive management of sickness/absence/annual leave/study leave by providing up to date information to the Acute Patient Access, Clinical Support Services and Womens Health ICSU Clinical and Operational Directors
- Be the contact for visitors, ensuring a polite, helpful, professional and organised approach directing visitors to the most appropriate person.
- Work independently on all aspects of the role, managing own workload and exercising maximum autonomy and control whilst recognising when it is appropriate to seek advice or assistance.
- Maintain a system for tracking and claiming expenses incurred by team members, as delegated.
Finance
- Provide support for Operational director to ensure financial sign off in streamlined including on call, escalated rates, local VCP processes
- Completing and processing team expenses.
- Arrange POs/invoices and Waivers for all external contractors whilst ensuring the budget is maintained.
Information Technology
- Optimise IT applications by using effectively all aspects of Microsoft applications to produce accurate and well-presented documentation, presentations etc.
- Be responsible for maintaining office systems.
- Updating the Trust intranet and maintain relevant sections on the intranet as and when required.
Personal Development
- To undertake ongoing training and professional development as required for the role, including annual statutory and mandatory training required of all Trust staff.
- Maintain and evidence continual professional development record.
Person Specification
Education / Qualifications
Essential
- Degree level of education and/or relevant professional experience
- Advanced level user of Microsoft Office products (Excel, Word, PowerPoint and Outlook)
Skills & Abilities
Essential
- Competent and confident diary and email management.
- Competent and efficient in minute taking and the production of meeting minutes and agreed action notes
- Exceptional organisational skills
- Ability to prioritise workload, using initiative and judgement in resolving conflicting diary appointments on behalf of others.
- Ability to develop good working relationships with stakeholders
- Understand the principles of good information governance
- Ability to gain an understanding of the processes for decision-making, regulatory oversight and assurance within the Trust and wider NHS
- Excellent keyboard/IT skills
- Good presentation skills, both verbal and written.
Knowledge & Experience
Essential
- Significant experience of supporting Divisional/Clinical Directors.
- Experience of line management, team development/coaching and performance management
- Experience of servicing boards/meetings and Committees with internal and external stakeholders, including drafting agendas, taking minutes and proactively managing action trackers
- Experience of creating and commissioning briefing documents, summaries and reports for senior management with an ability to research relevant subjects using a wide variety of sources
- Experience of working to very tight deadlines and managing conflicting demands
Personal Qualities
Essential
- Excellent, highly developed oral and written communication skills
- Excellent interpersonal skills with the ability to be assertive, tactful and diplomatic, and to influence and persuade staff at the highest levels in the organisation
- Organised and systematic in approach to work and presentation, including the ability to work to tight deadlines with many competing priorities
- Ability to understand, manage and communicate data.
- Self-motivated and able to motivate and influence others
- Demonstrate credibility in working with and influencing senior staff.
- Ability to demonstrate resilience, patience, professionalism and pragmatism.
Other
Essential
- Ability to build up good relationships with staff at all levels.
Desirable
- Knowledge of NHS administration
Person Specification
Education / Qualifications
Essential
- Degree level of education and/or relevant professional experience
- Advanced level user of Microsoft Office products (Excel, Word, PowerPoint and Outlook)
Skills & Abilities
Essential
- Competent and confident diary and email management.
- Competent and efficient in minute taking and the production of meeting minutes and agreed action notes
- Exceptional organisational skills
- Ability to prioritise workload, using initiative and judgement in resolving conflicting diary appointments on behalf of others.
- Ability to develop good working relationships with stakeholders
- Understand the principles of good information governance
- Ability to gain an understanding of the processes for decision-making, regulatory oversight and assurance within the Trust and wider NHS
- Excellent keyboard/IT skills
- Good presentation skills, both verbal and written.
Knowledge & Experience
Essential
- Significant experience of supporting Divisional/Clinical Directors.
- Experience of line management, team development/coaching and performance management
- Experience of servicing boards/meetings and Committees with internal and external stakeholders, including drafting agendas, taking minutes and proactively managing action trackers
- Experience of creating and commissioning briefing documents, summaries and reports for senior management with an ability to research relevant subjects using a wide variety of sources
- Experience of working to very tight deadlines and managing conflicting demands
Personal Qualities
Essential
- Excellent, highly developed oral and written communication skills
- Excellent interpersonal skills with the ability to be assertive, tactful and diplomatic, and to influence and persuade staff at the highest levels in the organisation
- Organised and systematic in approach to work and presentation, including the ability to work to tight deadlines with many competing priorities
- Ability to understand, manage and communicate data.
- Self-motivated and able to motivate and influence others
- Demonstrate credibility in working with and influencing senior staff.
- Ability to demonstrate resilience, patience, professionalism and pragmatism.
Other
Essential
- Ability to build up good relationships with staff at all levels.
Desirable
- Knowledge of NHS administration
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.
