Business Support Manager | Guy's and St Thomas' NHS Foundation Trust
| Posting date: | 15 April 2024 |
|---|---|
| Salary: | Not specified |
| Additional salary information: | £34,089 - £41,498 inc HCA |
| Hours: | Full time |
| Closing date: | 15 May 2024 |
| Location: | London, SE1 7EH |
| Company: | Guys and St Thomas NHS Foundation Trust |
| Job type: | Permanent |
| Job reference: | 6225801/196-COF10180-T |
Summary
The Women's Services Directorate at Guys and St Thomas' NHS Foundation Trust are looking for an enthusiastic and driven Business Support Manager. The role will support the management team in delivering an effective business and they will provide strong administrative support to enable this delivery. The post will also be responsible for the coordination of Equality, Diversity and Inclusion events and communications for the Women’s Services Directorate.
The main duties of the role are to:
• Provide administrative support to the Women's Services Directorate Management Team (Clinical Director, Head of Nursing, Deputy Chief Midwife and General Manager) including diary management, booking meetings and rooms and minute taking.
• Coordinate all communications to the Women's Service.
• Coordinate and manage the Equality Diversity and Inclusion actions and activities for the Directorate
Guy’s and St Thomas’ NHS Foundation Trust comprises five of the UK’s best known hospitals – Guy’s, St Thomas’, Evelina London Children’s Hospital, Royal Brompton and Harefield – as well as community services in Lambeth and Southwark, all with a long history of high quality care, clinical excellence, research and innovation.
We are among the UK’s busiest, most successful foundation trusts. We provide specialist care for patients including heart and lung, cancer and renal services as well as a full range of local hospital and community services for people in Lambeth and Southwark.
We have a long tradition of clinical and scientific achievement and – as part of King’s Health Partners – we are one of England’s eight academic health sciences centres, bringing together world-class clinical services, teaching and research. We have one of the National Institute for Health Research’s biomedical research centres, established with King’s College London in 2007, as well as dedicated clinical research facilities.
We have around 22,700 staff, making us one of the largest NHS Trusts in the country and one of the biggest employers locally. We aim to reflect the diversity of the communities we serve and continue to develop new and existing partnerships with local people, patients, neighbouring NHS organisations, local authorities and charitable bodies and GPs.
The detailed duties are:
Operational Management
• Support the Directorate Management Team in implementing Trust/NHS directives and identify, lead on and implement internal service improvements. Continuously review administrative processes and make recommendations for improvement as appropriate. This will require working autonomously to understanding and drive operating targets, budget controls and relevant HR management.
• Exercise delegated authority on behalf of the Directorate Management Team to resolve day to day management issues within the service.
• Manage the implementation and overall management of office systems, control processes and risk management arrangements to ensure effective delivery of service.
• Responsible as the implementation lead and the delivery management for cross-directorate Trust projects, and ensuring Trust delivery deadlines and standards are achieved.
• Manage the collection of data so the management and clinical staff have access to timely and accurate information on all key performance indicators.
• Compile reports, trend analysis from the data collected.
• To be able to develop and write policies and procedure within own work area.
• To provide a pivotal communication link within the administrative staff in the Directorate being responsible for the co-ordination of regular meetings, collating and forwarding information and arranging events as required.
Staff Management
• Responsible for effective supervision, performance management, development and training for the administrative support staff.
• Provide induction training for all new members of administration team
• Manage and coordinate all mandatory training for the directorate to ensure full compliance with trust compliance guidelines.
• Manage annual leave and sickness recording on behalf of the Directorate management team.
• Ensure appropriate succession planning for staff is in place supported by training and development opportunities as appropriate.
• Undertake fact finding and investigations on any disciplinary/grievance issues related to Directorate personnel.
Secretarial/Personal Assistant duties
• Provide secretarial support as required
• Manage incoming and outgoing correspondence on behalf of the Clinical Director, Service General Manager and Head of Nursing, selecting and responding to mail that does not require the senior teams attention
• Organise and manage the Directorate Management Team’s complex diaries, organising meetings internally and externally in accordance with known priorities and agreements. Includes resolving complex and conflicting commitments requiring resolution. Organise appropriate representation when a member of the Directorate Management Team cannot attend meetings.
• To oversee the correct functioning of office equipment, including arranging maintenance and repairs ensuring consumables, stationery etc are ordered in a timely and cost-efficient manner. This would include signatory responsibility for requisition and authorising signature for ordering.
Communication
• Demonstrate interpersonal skills when dealing with all levels of staff across the trust using persuasion, tact and reassurance where necessary.
• Manage responses from internal and external sources, particularly Health Authorities, PCTs, GPs and other Trusts.
• To lead on improving working relationship and communication between clerical and medical staff and all other departments.
• Support conflict resolution from patients, staff, suppliers, other internal and external service providers and partner organisations in the service.
• To be able to influence, motivate and involve individuals and teams to reach necessary performance targets expectations
Financial Management
• Authorised signatory.
• Manage and monitor performance of the admin office support to ensure that the service meets its financial and operating targets
• Monitor and control the use of agency staff to ensure expenditure within resource availability.
• Maintain adequate stocks of stationery and order furniture/equipment, when necessary, to ensure the smooth running of the office.
• Receive and record invoices, arranging authorisation, payment and dealing with supplier queries ensuring that Trust financial procedures are followed.
This advert closes on Thursday 25 Apr 2024