CMO Business Support

Job overview

An exciting opportunity for an excellent administrator to join a  small and visible dynamic team where you can add value,  have impact and develop.

The Chief Medical Officer (CMO) Business Support position sits in a high performing team with a broad remit across the Trust. The role has two main functions to support smooth running of the CMO Office business portfolio through excellent proactive administrative support under the guidance of the CMO Business Manager, and to support with the planning and delivery of events, projects and programmes to drive change leading to improvement.

The role requires working across multi-disciplinary teams both clinical and non-clinical including corporate functions, consultants and senior clinicians and operational teams.  This may include clinical leadership events, working with our Health Data Institute, delivering monthly reporting and identifying and leading on improvements.

The post holder will also be responsible for ensuring that all administrative activities are planned and delivered across the team as well as managing daily queries through a shared mailbox and calendar. The CMO has a Personal Assistant to manage their diary and schedule.

The activities being supported are on the corporate side of the portfolio and no medical or clinical knowledge is required.  An understanding of the NHS is desirable but not essential.

Main duties of the job

• Provide administrative support to the CMO Business Manager and the extended corporate and clinical team for daily queries, managing meeting and workshops working with a shared calendar and mailbox and any project-related matters.
• Deliver project management support across the portfolio taking responsibility for project and board reporting, setting and following up actions to completion including your own actions.
• As well as collating output from multi-disciplinary teams for project progress, you will also be supporting them in their delivery and being responsible for delivering your own elements.
• Manage the CMO business team schedule including the preparation and circulation of any materials.

Detailed job description and main responsibilities

Main duties

• Provide administrative support in the day-to-day delivery of the CMO Office portfolio projects and activities.
• Manage the set-up, administration and communication of meetings and workshops (virtual and in person) including agendas, invitations, coordination of attendees and speakers, logistical arrangements and confirming financial requirements,
• Manage the CMO business team mailbox and determine the priority of any issues that arise within the CMO business portfolios, obtaining and collating information to enable an informed decision to be made, escalating as required
• Maintain monitoring systems to ensure project and board report information is collated and presented to the CMO team or other stakeholders in a timely and professional manner.
• Manage the CMO business team schedule, including the meeting administration (preparation and circulation of agendas and minutes), following up actions, updating the necessary paperwork to inform decisions and financial commitments as required.
• Provide project and programme support to improvement initiatives including progress tracking, the escalation of risks, issues and mitigations, alongside financial management and benefits.
• Maintain action and progress logs in SharePoint/Teams for portfolio activities to ensure visibility of decisions and task completion.
• Be proficient with Excel and PowerPoint to complete high level summaries and analysis and develop decks in line with corporate standards.
• Work with multi-disciplinary teams in care group and corporate areas, to lead and drive the delivery of projects, using project management methodology and in accordance with Trust policies and processes.
• Support the CMO and Communications team, to develop communication plans for CMO business across the Trust.

Corporate responsibilities

• Embody the Trust CARE values, always considering the wider impact of approaches to patient care across the trust.
• Attend CMO team meetings and contribute to the development of annual business plans and overall team development.
• Deputise and provide cover arrangements for the Business Manager as required.
• Remain up to date with learning and development, undertaking training to meet any learning needs and participating, willingly and fully, in any such training.