Business Support Officer

Job overview

To provide comprehensive, effective and efficient data management and administrative support to the Regional Delivery Directors. The role will also support the building of a shared approach with colleagues in strategic planning and Delivery function.

As a Business Support Officer (North East and Yorkshire), the post holder will work as part of a dynamic team in delivering an effective service supporting managers and staff across the North East & Yorkshire region for NHS Estates Division

In particular the post holder will:

• Provide high quality project, service, initiative and administrative support including information and analysis.
• Undertake reporting and analysis of information to support deliver
• The post holder is a key member of the team whose overarching goal is to enable, promote and support the effective use of data, information, knowledge and technology to improve, inform and support a portfolio of projects, services, and initiatives.

Main duties of the job

Key Functional Responsibilities

• Undertake information/project analysis
• Participate in relevant internal and external working groups/projects to provide information/analyst advice and support
• Analyse and report on data and monitor the processing of data and information
• Support and inform the requirement and targeting of resources, monitoring spend by providing high quality information and analysis
• Participate in the recruitment processes
• Carry out timely and accurate information analysis and reporting on agreed areas of portfolio and present findings in an agreed manner
• Maintain administrative and information resources
• Undertake auditing of projects, services and initiatives
• Support implementation of project, service, initiative through timely and relevant information analysis and administrative support
• Plan and organise meetings or events and assist in the diary management requirements of individuals in connection with portfolio of work
• Contribute to the review and development of existing project information management systems and contribute to the development of an integrated approach to project management
• Project Management Financial and Physical Resources People Management (as required) Information Management. Research and Development: Planning and Organisation Policy and Service Development:

Detailed job description and main responsibilities

Operational Support

To provide comprehensive secretarial and administrative support to the Associate Director of National Estates Delivery and wider Delivery, Strategy and Operational teams including Estates Delivery Leads.

To be responsible for the timely management of meetings, often involving many parties, for liaising between organisations, communicating the details.

To co-ordinate the booking of events and conferences where requested, evidencing contribution.

Organising and setting up conference calls and communicating the details.

Minute taking at meetings.

To arrange and book travel and accommodation for the Executive Director, Local Area Director and the North East and Yorkshire Team.

Diary: To maintain and organise the Executive Director and Local Area Director’s diary.

Meetings: To organise and arrange meetings including booking rooms, organising catering, distribution of agendas, papers etc where required;

Presentations: To provide assistance in preparing presentations involving use of ICT skills

Data management support

To be responsible for maintaining information to support business efficiency, including proactively maintaining files, spreadsheets, excel trackers, following up with relevant staff as necessary and reporting to others within the company, on time and with accuracy as required;

To proactively follow up on issues and ensure momentum as appropriate.

To deliver information to appropriate parties in a timely and accurate manner;

To coordinate in the preparation and issuing of reports to relevant parties as required and in a timely manner;

Communication support

As part of a small company, the post holder will be expected to play an active role in the company and will be expected to:

To attend, participate and contribute to regular regional meetings as required, with some travel to London, Birmingham and Manchester

To build relationships with Board/Staff (both at the centre and in the regions) to ensure that the company meets expectations

To act as an ambassador for the Company.

To support opportunities to improve communication in specific area of expertise.

The post holder will:

• Provide high quality project, service, initiative and administrative support including information and analysis.
• Undertake reporting and analysis of information to support delivery

The post holder is a key member of the team whose overarching goal is to enable, promote and support the effective use of data, information, knowledge and technology to improve, inform and support a portfolio of projects, services, and initiatives.

Improving quality and outcomes

• To work collaboratively across the NHS England matrix, including integrating the Director’s portfolio with the Domain Leads.

Enabling patient and public involvement

• To act as a champion for patients and their interests and involve the public and patients in the policy development and decision-making of NHS England.
• To ensure all public and patient contact with the office is of the highest professional standard.
• To embed patient and public involvement within NHS England at all levels of decision making.

Promoting equality and reducing inequalities

• To uphold organisational policies and principles on the promotion of equality.
• To create an inclusive working environment where diversity is valued, everyone can contribute, and everyday action and ensure we meet our duty to uphold and promote equality.

Partnership and cross boundary working

• To work across NHSE linking in with key partners in DHSC, STP’s/ICH’s for implementation of strategy, delivery and operational

Leadership for transformational change

• To model a collaborative and influencing style of working, negotiating with others to achieve the best outcomes. Embedding this approach across the Directorate.

Using insight and evidence for improvement

• To continuously monitor processes and procedure and identify opportunities for improvement.

Developing an excellent organisation

• To ensure health, safety and wellbeing of all staff within the department.
• To ensure compliance with all confidentiality and governance requirements within the department.

Secondments

Applicants from within the NHS will be offered on a secondment basis only, agreement should be obtained from their employer prior to submitting the application.