Business and Project Administration Support Officer
Job overview
The post holder will work as part of a dynamic team in delivering an effective service supporting managers and staff across the Children and Young People’s Directorate to maintain and improve service delivery.
Main duties of the job
To provide:
- High level, professional and confidential administrative service
- Effective liaison between the directorate administration teams, Business & Performance Office, Transformation and Quality Improvement Project Management Team
- Efficient administrative support to services across the Directorate
- Data validation and activity reports ensuring they are accurate
- Preparation of regular reports for the monthly CCG & Local Authority contract meetings
- An issues log to record data and reporting errors
- Support the directorate response to national targets
- Data analysis using information systems and pivot tables using Excel, presenting findings in Microsoft packages
- Robust processes ensuring timely provision of data
- Support to routine and urgent matters arising using initiative with minimal supervision
- Coordination of responses to ad-hoc reports and FOI requests
- Support in collating key documentation and reports for the Directorate
- Flexible support to the Business, Performance, Transformation and Quality Improvement Teams
- Administration support to maintain secure and effective electronic and paper filing systems
- Support as point of contact for the team, dealing and responding effectively with confidential and complex queries from stakeholders
- Coordination support for project meetings with professionals, commissioners and external agencies, including organising away/planning days where required
Working for our organisation
Oxleas offers a wide range of NHS healthcare services to people in community and secure environment settings. Our services include community health care such as district nursing and speech and language therapy, care for people with learning disabilities and mental health care such as psychiatry, nursing and therapies.Our multidisciplinary teams look after people of all ages and we work in close partnership with other parts of the NHS, local councils and the voluntary sector and through our new provider collaboratives. Our 4,300 members of staff work in many different settings including hospitals, clinics, prisons, secure hospitals, children’s centres, schools and people’s homes.
We have over 125 sites in a variety of locations in the South of England. In London we operate within the Boroughs of Bexley, Bromley Greenwich and into Kent. We manage hospital sites including Queen Mary’s Hospital, Sidcup and Memorial Hospital, Woolwich, as well as the Bracton Centre, our medium secure unit for people with mental health needs.We are the largest NHS provider of prison health services providing healthcare to prisons within Devon, Dorset, Bristol, Wiltshire and Gloucestershire, Kent and South London. We are proud of the care we provide and our people.
Our purpose is to improve lives by providing the best possible care to our patients and their families. This is strengthened by our new values:
- We’re Kind
- We’re Fair
- We Listen
- We Care
Detailed job description and main responsibilities
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 People’s 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.
Person specification
Qualifications
Essential criteria- Educated to A Level standard or equivalent, including GCSE level in English and Maths
- NVQ Level 3 in Business and administration or equivalent standard
Experience
Essential criteria- Experience of working in the NHS or other complex customer focused organisation
- Experience in arranging meetings, completing meeting minutes and diary management
- Experience in data management and information systems
Skills/Abilities/Knowledge
Essential criteria- Excellent IT skills specifically using Excel, Outlook, Word, Powerpoint and MS Teams
- Excellent interpersonal, verbal and written communication skills and the ability to interact with professionalism with a wide range of disciplines and staff of all levels, service users and members of the public
- Ability to interrogate data using Excel; providing analysis and reports for Team and Senior Management meetings
We would encourage you to be open about your needs so we can work with you to design a comfortable and accessible interview experience. Any information you provide regarding a disability or a need for adjustments will be treated in confidence and will only be shared with colleagues who are supporting this request.
If you require any adjustments to participate fully in the interview process, please let us know by adding the relevant details when scheduling your preferred interview date and time. Please feel free to contact the appointing manager to discuss your needs.
We encourage applicants to contact the hiring manager before their interview, if they have any questions about the role or the process. This is a great way to get clarity and prepare effectively for the interview.