Job summary
- Main area
- Administration Services
- Grade
- NHS AfC: Band 5
- Contract
- Fixed term: 12 months (Proposed end date 01 January 2026: Secondment only for current NHSE employees)
- Hours
- Full time - 37.5 hours per week
- Job ref
- 990-EOE-6862222-E
- Employer
- NHS England
- Employer type
- NHS
- Site
- Cambridge - Victoria House
- Town
- Cambridge, Fulbourn
- Salary
- £29,970 - £36,483 per annum
- Salary period
- Yearly
- Closing
- 07/01/2025 23:59
- Interview date
- 20/01/2025
Employer heading
Business Support Officer
NHS AfC: Band 5
Our Organisation
The NHS is building a culture that is positive, compassionate and inclusive – and we all have our part to play.
As employers we are committed to protecting and promoting the physical and mental health and wellbeing of all our colleagues. This underpins our values as set out in the NHS Constitution and supports us to be an Employer of Choice, while helping our colleagues to deliver high quality services for our patients and communities.
As a flexible employer, we want to support you to work in a way that is best for the NHS, our patients and you. Talk to us about how we might be able to accommodate a flexible working arrangement whether that’s a job share, part time, hybrid working or another flexible pattern. In addition,Ìýalthough the role advertised may have a ‘home’ office base indicated, we remain committed to supporting flexibility around workplace locations. If it works for the service, we will do our best to make it work for you.
Job overview
The post holder will work as part of a dynamic team in delivering an effective PA/Business support for the Director of Strategy and Commissioning within the Public Health East of England Directorate.
The post holder will also support the Public Health Commissioning Team on executive HR processes, this will include meeting organisation, logistics and project co-ordination, correspondence management, diary management, travel bookings and file/document management.
Main duties of the job
To act as a contact point for teams, dealing with and responding effectively to complex queries from stakeholders and passing on relevant information to appropriate team members sensitively and autonomously. Handle significant quantities of confidential and sensitive information on behalf of the Senior Managers, always ensuring the appropriate degree of confidentially and discretion is always adopted.
Work with all team members in the collection and analysis of information for performance reporting on relevant team projects. Undertake reporting and analysis of information to support delivery, including running and collating reports to the board and senior management as required. Use initiative to a significant level and demonstrate attention to detail in all aspects of work, managing competing demands and priorities
Working for our organisation
The NHS England board have set out the top-level purpose for the new organisation to lead the NHS in England to deliver high-quality services for all, which will inform the detailed design work and we will achieve this purpose by:
- Enabling local systems and providers to improve the health of their people and patients and reduce health inequalities.
- Making the NHS a great place to work, where our people can make a difference and achieve their potential.
- Working collaboratively to ensure our healthcare workforce has the right knowledge, skills, values and behaviours to deliver accessible, compassionate care
- Optimising the use of digital technology, research, and innovation
- Delivering value for money.
If you would like to know more or require further information, please visitÌýhttps://www.england.nhs.uk/.
Colleagues with a contractual office base are expected to spend, on average, at least 40% of their time working in-person.
Staff recruited from outside the NHS will usually be appointed at the bottom of the pay band.
NHS England hold a Sponsor Licence; this means that we may be able to sponsor you providing the Home Office requirements are met. To be eligible for sponsorship through the Skilled Worker route you’ll usually need to be paid the ‘standard’ salary rate of at least £38,700 per year, or the ‘going rate’ for your job, whichever is higher. You can find more information on the .Ìý
Detailed job description and main responsibilities
Planning & Organising
•ÌýÌýÌýÌýÌý Organise and manage documentation for meetings and events, including preparation of agendas and minutes of meetings, tracking actions and timeframes as appropriate.ÌýÌý
•ÌýÌýÌýÌýÌý Ensure the Director of Strategy and Commissioning has the required documentation for all meetings/events.
•ÌýÌýÌýÌýÌý Organise and produce reports, papers, presentations and other similar documentation in accordance with organisational timeframes.
•ÌýÌýÌýÌýÌý Provide effective diary management for The Director of Strategy and Commissioning and the team, ensuring that appointments are planned and coordinated, and run to schedule.Ìý Use independent judgement to prioritise the high level completing demands to ensure an appropriate balance in the daily scheduling in line with preferences, responsibilities or project plans.
•ÌýÌýÌýÌýÌý Organise and plan meetings and events as directed, including sending invitations, booking venues, making travel arrangements, arranging speakers and providing relevant papers and material.Ìý Provide high quality support to ensure they are managed and delivered effectively. Ìý
•ÌýÌýÌýÌýÌý Support the management of activities, gathering information, updating documentation and undertaking enquiries as necessary for the activities lead.Ìý
•ÌýÌýÌýÌýÌý Understand, highlight and document activities risks, issues and actions, ensuring early identification and proactive mitigation where possible, and ensuring concerns are escalated promptly.
Service Improvement
•ÌýÌýÌýÌýÌý Assist with the setting up and management of effective business processes to facilitate the smooth running of the Public Health Commissioning Team.
•ÌýÌýÌýÌýÌý Develop and implement robust work processes and systems to ensure timely delivery against deadlines.
•ÌýÌýÌýÌýÌý Work closely with other team members to improve current practices and processes to achieve best possible outcomes.
•ÌýÌýÌýÌýÌý Support the team on the timely capture of lessons learnt.Ìý
•ÌýÌýÌýÌýÌý Develop and maintain an effective electronic filing, to ensure information is kept securely and is accessible to other members of the team.
•ÌýÌýÌýÌýÌý Work with all team members in the collection of information for performance reporting on relevant team projects.
•ÌýÌýÌýÌýÌý Develop and maintain databases as required by the role.
•ÌýÌýÌýÌýÌý Contribute to effective information management within the team.
•ÌýÌýÌýÌýÌý Flexible approach to work in line with the needs of the business. Ìý
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•ÌýÌýÌýÌýÌý Ensure appropriate and timely responses to all relevant correspondence.
•ÌýÌýÌýÌýÌý Draft routine responses and ensure that all correspondence is accurate and delivered in a timely manner.
•ÌýÌýÌýÌýÌý Act as a key member of the team to support effective communication and stakeholder management both internally and externally.
•ÌýÌýÌýÌýÌý Operate in a highly political and sensitive environment.
•ÌýÌýÌýÌýÌý Communicate information and issues, including briefings and reports to managers and project leads as appropriate.Ìý Ìý
Financial Management
•ÌýÌýÌýÌýÌý Support budgeting, forecasting and tracking spend of activities; ensuring that appropriate justification exists, and that authorisation has been granted for all expenditure. Supporting the development of business cases for resourcing and project expenditure.
•ÌýÌýÌýÌýÌý Continually strive to deliver business and function outcomes, ensuring value for money and greater efficiency.
•ÌýÌýÌýÌýÌý Contribute to the financial delivery of the service, ensuring it is cost effective and delivered on time.Ìý
•ÌýÌýÌýÌýÌý Supply relevant information required for effective financial management. Support the Director of Strategy and Commissioning and teams by raising purchase orders and checking invoices for payment.
People Management
•ÌýÌýÌýÌýÌý Provide specialist training, advice and support on own area of responsibility where necessary.
•ÌýÌýÌýÌýÌý Support training and induction of new and existing staff.
•ÌýÌýÌýÌýÌý Supervise the team on their day to day activities.
•ÌýÌýÌýÌýÌý Participate in the recruitment processes of support staff.
SecondmentsÌý
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.Ìý
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Person specification
Knowledge and Experience
Essential criteria
- Significant administrative/secretarial experience working in a large/busy team and with Director level stakeholders. has context menu
Desirable criteria
- Understanding of project management principles and /or experience working in a project environment. has context menu
Skills & Abilities
Essential criteria
- Advanced knowledge of Microsoft software applications (outlook, word, excel and PowerPoint etc.)
- Excellent planning and organising capabilities, with exceptional attention to detail. has context menu
- Able to work on own initiative, organising and prioritising own and others workloads to changing and often tight deadlines.
- Proven ability to respond to the unexpected and ability to make judgements around when to make decisions independently or when it may be appropriate to escalate.
Interpersonal Skills
Essential criteria
- Works well with others, is positive and helpful, listens, involves, respects and learns from the contribution of others.
- Able to maintain effective working relationships at all levels and with staff in other offices.
Documents to download
Further details / informal visits contact
- Name
- Chloe Bennett
- Job title
- Business Support Officer
- Email address
- [email protected]
- Telephone number
- 07805169163
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