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Business and Project Administration Support Officer
| Posting date: | 31 January 2025 |
|---|---|
| Salary: | £31,081.00 to £33,665.00 per year |
| Additional salary information: | £31081.00 - £33665.00 a year |
| Hours: | Full time |
| Closing date: | 09 February 2025 |
| Location: | London, SE18 3RZ |
| Company: | NHS Jobs |
| Job type: | Contract |
| Job reference: | C9277-25-0145 |
Summary
The post holder will work on a variety of activities, providing advice, guidance and support to the Business & Performance Office, Transformation and Quality Improvement Project Management Team and clinical teams within the Children and Young Peoples Directorate: To provide a high level, professional and confidential administrative service covering all aspects of business, administration and organisational support. To develop and maintain effective electronic and paper filing systems, ensuring that information is kept securely, accessible to other members of the team, and the systems run smoothly. To provide effective liaison between the directorate administration teams, Business & Performance Office, Transformation and Quality Improvement Project Management Team, ensuring accurate and consistent approach to provision of information. To act as a point of contact for the team, dealing and responding effectively with confidential and complex queries from stakeholders and passing on relevant information to appropriate team members sensitively and in a timely manner. To co-ordinate project meetings with professionals, commissioners and external agencies, including organising away/planning days where required. This includes preparing agendas, keeping and distributing action logs of meetings as required and ensuring all relevant papers are available for meetings, proactively chasing accordingly. To provide efficient administrative support in relation to commissioned services across the Directorate. Ensuring relevant records are updated and clinical teams are advised. Monitoring of Service activity to ensure the income is achieved and supporting income generating enquiries. To support the Business Support data Managers with data validation and activity reports ensuring they are accurate before adding narrative and sending to relevant parties. This includes supporting them with the preparation and distribution of relevant papers for internal meetings. To validate commissioner and activity packs monthly ensuring they are accurate before adding narrative and sending on to the commissioners and/or senior managers. To support the preparation of regular reports for the monthly CCG & Local Authority contract meetings. To compile an issues log to record data and reporting errors. To ensure these issues are resolved in a timely manner and cascade response to the teams. To escalate to the Business & Performance Lead if not resolved within an agreed timeframe. To support the directorate response to national targets as required; compiling data and analysis to inform monitoring by Service Leads/Managers. Checking and analysing information and presenting this in different formats to facilitate interpretation. To analyse business performance data using information systems and pivot tables using Excel, presenting findings in PowerPoint or Word incorporating charts, tables and graphs so that the information is meaningful to local teams and senior managers. Establish robust processes to ensure timely provision of data from local teams and proactively chase when this does not occur. To handle both routine and urgent matters using initiative and with minimal supervision. This will require meeting deadlines and supplying information at short notice. To co-ordinate the response and provision of ad-hoc reports and FOI information requests. To support the collation for key documentation and reports for the Directorate e.g. annual plan, Operational Reviews, CQC Reports, etc. presentations as guided by the Business & Performance Lead / Business Development & Service Improvement Manager. Working flexibly to offer general supporting to the Business, Performance, Transformation and Quality Improvement Teams. Leadership The role is responsible to the Project and Business Co-ordinator and located in the Business Office working across C&YP services. The role is supported by an internal matrix management arrangement. The role is accountable to the Business & Performance Lead & Service Transformation & Quality Programme Manager and had no responsibility for personal development of staff or for training/mentoring/coaching staff or facilitate courses/study days. The post holder is expected to suggest and advise on procedural changes to changes support improvements to service monitoring and delivery. Communication The post holder will receive regular phone calls from internal and external colleagues, as well as and commissioners. They will need to demonstrate good communication skills and be able to interact confidently with all levels, internally and with external organisations. Working together with other administrators/PAs across the Group and wider organisation, as necessary, to provide an effective network of communication including, co-ordinating diaries, dealing with visitors to the building and being flexible to cover other administrators general duties. Exchange confidential, commercially sensitive and complex information with Directors, Senior Managers, other agencies, commissioners and members of the public using tact and diplomacy. Prepare appropriate information for release in line with Freedom of Information Act according to Trust policy. To be able to communicate key messages once data has been analysed.