Business Lead

Job overview

To work directly with the Triumvate  in the community Division  across the Enfield Community Service within the Community Division, in ensuring the day to day running of the services. The post holder will attend relevant departmental/Divisional meetings within the Trust supporting the Community Division  Represent administration in central Trust meetings and/or to represent administration service centrally, and to represent the Trust’s administration service externally when required.

Main duties of the job

To lead and develop a comprehensive, confidential high quality administrative and executive assistant service across the Community Division in conjunction with the Tri.

To proactively manage projects by sourcing and processing information, of a highly complex and sensitive nature.

To provide line management and supervisory responsibility for a number of service area administration staff.   The post holder will support these staff, monitor workloads and review performance, liaising and advising local managers to whom these staff report on a day-to-day basis as and when appropriate.

Manage the administration cover arrangements within the division/team at times of staff absence.

Detailed job description and main responsibilities

1.1 Work collaboratively with leads across the Community Division, to ensure the smooth and effective running of administrative services.  1.2 Work closely with the Tri in the day to day running of the Division  1.3 Establish and maintain standard practices and SOPs for core administrative tasks across the division.  1.3 Contribute to ensuring the delivery of excellent, patient focused and cost-effective A&C services which are responsive to the needs of the services and are in line with the Trust’s strategic direction and service plans.  1.4     Deal with and respond where appropriate to all complaints regarding A&C services in the Community Division in accordance with Trust policy, ensuring that any necessary remedial action is taken.  1.5     Manage administrative staff leave and cross-cover systems to ensure administrative services are resilient and consistent  1.6  To attend relevant departmental meetings within the Trust to represent the A&C services in the division and provide updates on various issues.  1.7     To identify and, with A&C peers, co-lead change management and redesign projects to achieve service needs.  1.8  To undertake risk assessment for areas of responsibility and ensure that appropriate health and safety, fire and other statutory regulations are adhered to.  1.9  To ensure accurate recording of all activity within areas for which the post holder is responsible, including any service plan monitoring information as required.  1.10 To prepare monthly performance monitoring data for overall A&C service reports and to prepare more detailed quarterly analysis of performance trends.  1.11  Prepare Business Cases for service development for submission both internally and externally as required.  1.12  Management of budgets for relevant cost centers, including regular meetings with Finance, to ensure that resources are maximised for high-quality service delivery within own portfolio.  2.    RESPONSIBILITY FOR PATIENTS   2.1 To investigate complaints as notified through complaint processes or in line with Trust policy.    2.2     Liaise with other departments and members of the Trust to ensure the smooth running of the team and to assist the functioning of the team.    3.    RESPONSIBILITY FOR POLICY AND SERVICE DEVELOPMENT   3.1     Contribute to future improvement strategies and development, attending meetings and being part of working groups as required.    3.2     Work with the Triumvirate and Heads of Services in delivery of efficient and effective administration and business support services.    3.3     Adhere to all Trust policies and Health & Safety regulations as applicable.    4.    RESPONSIBILITY FOR FINANCIAL AND PHYSICAL RESOURCES  4.1  Assume delegated management of budgets as decided by manager    4.2     Manage a delegated budget within services ensuring that expenditure is within agreed limits.    5.    RESPONSIBILITY FOR LEADING AND MANAGING  5.1  Manage annual leave of staff within remit.    5.2     Manage the recruitment and induction of administrative staff in line with Trust policies and procedures    5.3     Set objectives and review performance of administrative staff, identifying individual training and development.    5.4     Manage/support and oversee a comprehensive and effective administration support service, ensuring that work is prioritised in accordance with service need. Monitoring staff rota/cover arrangements.    5.5     Demonstrate interpersonal skills when dealing with all levels of staff across the Trust using persuasion, tact, and reassurance where necessary.  5.6     To be able to influence, motivate and involve individuals and teams to reach necessary performance targets expectations.  5.7     Engage with staff across the division to implement change and adopt an inclusive approach to decision making.  5.8     Act as a mentor to junior staff and any direct reports as appropriate.         6.    RESPONSIBILITY FOR INFORMATION RESOURCES  6.1     Develop and write policies and procedures within own work area    6.2     Help promote a culture where governance and risk management are seen to be everyone’s responsibility.    6.3     Communicate and receive sometimes sensitive or complex information.    7.    RESPONSIBILITY FOR RESEARCH AND DEVELOPMENT     7.1     Undertake analysis and presentation of data.    7.2     Work with Informatics to develop information systems to rack patients’ activity.    7.3     To deal with relevant telephone calls related to the team, ensuring that stakeholders are communicated with in a sensitive and effective manner and problems are dealt with promptly and efficiently.    7.4     Identify own training and developmental needs and undertake appropriate training as required, supported by regular PDP review.