Business Support Co-ordinator - Division A

Job overview

To provide admin and operational support to the Divisional Triumvirates and be responsible for the effective management and organisation of their diaries, workload and business functions. To act as secretary and provide administrative support for a range of meetings and committees, ensuring they are organised

in advance, managing systems for the development and distribution of papers, planning future

meetings and for the chasing of agreed actions.

The post holder will be expected to exercise initiative and operate with a high degree of autonomy and minimal supervision. The role will involve prioritising conflicting work demands and effectively communicating verbally and in writing, with a wide range of internal and external colleagues, exercising tact and diplomacy.

The post holder will be responsible for 3 Directors – Divisional Chief, Director of Operations and Director of Nursing.

Main duties of the job

Administration

• To organise and prepare for any meetings that are needed for their Divisional Triumvirate Directors, including organising agendas, preparing papers, sending out relevant documents/packs and managing meeting invites
• To work flexibly with the team and provide cross-cover for all other members of the team during periods of absence and unavailability.
• Manage the diary of the Divisional Triumvirate Directors.
• Manage the inbox of the Divisional Triumvirate Directors if required.
• Setting up relevant IT systems and access and ordering any necessary equipment for the Divisional Triumvirate Directors and their direct reports.
• To be responsible for and manage the necessary shared drives/Sharepoint sites.
• Responsible for co-ordinating filing (paper and electronic) and for maintaining a library of information complete with an effective audit trail, suitable for external scrutiny.
• Organising travel arrangements for the Divisional Triumvirate Directors and any members of their team (e.g. booking train tickets).
• To take the minutes for meetings and committees as required.
• With appropriate support, obtain information from various sites to populate power point presentations.
• Ordering stock and monitoring.
• Ensure proper maintenance, servicing and repair of relevant systems and machines including the responsibility for reporting faults and following up actions.
• Organising all appraisals that the Divisional Triumvirate Directors need to undertake.
• Working with the complaints team to ensure that there is a robust process in place for complaints to be reviewed and signed off by the necessary Divisional Triumvirate Director.
• Assist with and support any recruitment undertaken by the Divisional Triumvirate Directors.

Detailed job description and main responsibilities

Performance management.

• Ensure effective and accurate systems and information sharing processes are in line with the Trust and local policies in relation to Healthroster, ESR, the Trust’s financial systems and other ICT manual systems.

• To appropriately manage the annual leave and sickness for the Divisional Triumvirate Director’s direct reports as and when required.

Administration

• To organise and prepare for any meetings that are needed for their Divisional Triumvirate Directors, including organising agendas, preparing papers, sending out relevant documents/packs and managing meeting invites
• To work flexibly with the team and provide cross-cover for all other members of the team during periods of absence and unavailability.
• Manage the diary of the Divisional Triumvirate Directors.
• Manage the inbox of the Divisional Triumvirate Directors if required.
• Setting up relevant IT systems and access and ordering any necessary equipment for the Divisional Triumvirate Directors and their direct reports.
• To be responsible for and manage the necessary shared drives/Sharepoint sites.
• Responsible for co-ordinating filing (paper and electronic) and for maintaining a library of information complete with an effective audit trail, suitable for external scrutiny.
• Organising travel arrangements for the Divisional Triumvirate Directors and any members of their team (e.g. booking train tickets).
• To take the minutes for meetings and committees as required.
• With appropriate support, obtain information from various sites to populate power point presentations.
• Ordering stock and monitoring.
• Ensure proper maintenance, servicing and repair of relevant systems and machines including the responsibility for reporting faults and following up actions.
• Organising all appraisals that the Divisional Triumvirate Directors need to undertake.
• Working with the complaints team to ensure that there is a robust process in place for complaints to be reviewed and signed off by the necessary Divisional Triumvirate Director.
• Assist with and support any recruitment undertaken by the Divisional Triumvirate Directors.