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Business Support Officer | Guy's and St Thomas' NHS Foundation Trust
| Posting date: | 24 July 2024 |
|---|---|
| Salary: | Not specified |
| Additional salary information: | £30,279 - £33,116 p.a inc HCA |
| Hours: | Full time |
| Closing date: | 23 August 2024 |
| Location: | London, SE11 4TH |
| Company: | Guys and St Thomas NHS Foundation Trust |
| Job type: | Permanent |
| Job reference: | 6484124/196-AC481 |
Summary
We are delighted to be in a position to advertise for a full-time Business Support Officer within the School Nursing team, part of Evelina Community Services.
The post holder will support the School Nursing Matron and Team Leaders to provide administrative and secretarial support, to ensure the delivery of a seamless service.
The team is dynamic and progressive and works to high standards of clinical and operational service delivery and we are looking for someone who will contribute to the development and maintenance of our services.
Successful applicants should have experience supporting the management and delivery of high quality administration support to a service. They should be confident in acting as a point of contact for the department and be an example of professionalism and discretion with the ability to maintain a high level of confidentiality.
Please Note: Vacancy may close early due to high numbers of applications
Key duties include organising team meetings, data coordination, reporting and arranging all core business for the team. You will play a fundamental role in managing the day to day operations of the team and liaising with management.
The following attributes are required, so if you are the right person, please apply.
• You will demonstrate the ability to work efficiently, supporting colleagues, setting up and supporting admin systems as well as reporting on and monitoring performance data.
• You have strong working knowledge of computer systems and databases, in particular Excel and Outlook, and consistently demonstrate high levels of accuracy and attention to detail.
• You will be proactive with a “can do” attitude and a commitment to high quality performance; recognising the benefits of innovation and adaptability in a changing NHS environment.
• You will be in possession of strong interpersonal and leadership qualities, good written and verbal communication and administration skills with the ability to work flexibly within a fast paced, challenging environment.
• You will have the ability to take accurate minutes at meetings.
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 strive to recruit and retain the best staff as the dedication and skills of our employees lie at the heart of our organisation and ensure that our services are of the highest quality, safe and focused on our patients.
We offer a dynamic challenging job in an exciting, fast moving, flexible working environment. We have a strong commitment to your personal and professional development.
Administration and support to the School Nursing team
• Manage the day to day core business of the teams supported, dealing with urgent matters on behalf of the School Nursing Matron and Team Leaders, drafting responses and filtering incoming enquiries.
• Coordinate regular meetings for the teams, handling all related administration, such as room bookings, booking speakers, scheduling meeting dates, venues, writing agendas, collating and distributing papers, taking minutes, transporting laptops. Ensure that all action is followed up for the teams and relevant information circulated.
• Coordinate data collection and produce reports for the School Nursing Matron, Team Leaders and Assistant Service Manager
• Complete the monthly workforce returns for staff and submit expense claims to agreed deadlines to the Payroll department.
• Order supplies of stationery and other office equipment, ensuring that there are robust stock control procedures in place.
• Assist the School Nursing Matron in the development and monitoring of locality objectives.
• Be responsible for arranging the induction of new members of the teams as requested.
• Have a working knowledge of, and implement, policies and procedures, including the Data Protection Act, Freedom of Information Act and the Trust’s complaints procedure.
• Support the School Nursing team with projects and the general smooth running of their teams by providing requisite input to ensure systematic processes are maintained.
Communications
• Communicate sensitive information to a range of individuals within and affiliated to the Directorate, including seeking the cooperation of staff to ensure deadlines are met.
• Act as communication lead for the teams, ensuring that staff receive accurate and up to date information, such as Trust policy updates and training information.
• Be the first point of contact for the clinical teams by providing information on the different services offered by the Trust to staff, service users and other service providers and partners.
• Deal with non-routine enquiries.
Systems
• Lead the process of setting up shared office systems including sharing diaries, sharing electronic files and arranging meetings for the teams.
• Develop and maintain up to date information and databases about services and people ensuring that all relevant information lists are up to date, accurate and presented to a high standard.
• Ensure that others in the Trust are up to date about any changes within the team.
• Develop and implement effective business and administrative processes offering support to colleagues.
Data/Information Coordination
• Support the development and maintenance of directorate systems to ensure key performance information is available in a systematic manner and presented in line with Directorate requirements.
• Support the monitoring and reporting of progress towards the achievement of the Directorate’s objectives within the context of the business plan.
• Ensure effective governance of all data and information held within the localities.
• Work collaboratively with other Business Support Officers and staff in other teams in the Directorate to harmonise data and information sharing and ensure the smooth operation of business.
Finance
• Responsible for the booking of agency/bank staff and monitor usage.
• Check and process invoices for the non-pay budget.
Working in a Team
• Work flexibly to provide efficient, high quality coordination and support for the managers, and other members of the teams.
• Be an effective member of the team, developing productive working relationships with other members, and developing a sound understanding of the aims and business activities of Community Services.
• Develop and maintain good working relationships with other Business Support Officers in Community Services in order to ensure excellent business coordination and share good practice.
• Contribute ideas to the corporate team to improve the efficiency and effectiveness of the localities’ work.
This advert closes on Wednesday 31 Jul 2024