Business Support Officer x 2
An exciting opportunity has arisen to be part of the changing shape of NHS commissioning in Cheshire and Merseyside. Our current organisational structure supports effective working both locally and across Cheshire and Merseyside as we develop as an Integrated Care System.
The population of Cheshire and Merseyside is diverse and growing and we are keen to see that diversity recognised within our own workforce. As an employer we seek to open opportunities for our staff to gain new skills, gain knowledge and develop careers in heath and care.
We welcome students, staff, people of all races, religions, genders, sexual orientation, physical abilities, backgrounds, and philosophies and those who are accepting of others. Our goal is to support all of our workforce in their work, if you believe you can bring your skills and experiences and an open-minded approach into our fast paced and dynamic organisation, we are committed to providing a positive and supportive experience for all of our staff.
Job overview
Two business support officer roles have arisen within the Wirral Place Business Support Team in NHS Cheshire and Merseyside.
These are exciting opportunities for people who enjoy working in a fast-paced environment. We are looking for enthusiastic, highly motivated, and organised individuals to join our friendly and welcoming team.
The successful applicants will be able to demonstrate a ‘can do’ attitude and ability to own their portfolio and have ambition to deliver professional outcomes. You will need to be able to work well under pressure, be responsive to fast moving deadlines and work as part of the team.The successful applicants will also have strong communication skills with the ability to interact across a range of colleagues, internal and external to the ICB, including senior managers.
This vacancy is available to candidates from Cheshire and Merseyside NHS organisations only.
Main duties of the job
The post holders will support Wirral Place by working closely with our Senior Business Support Officer and Business Support Manager in the efficient running and administration of the office.
This includes support for meetings held across Wirral (both in person and online), including key decision-making meetings. Additionally, the successful candidates will manage shared inboxes and assist with local governance arrangements.
Working as part of a team the successful applicants will use initiative, develop new ideas, and manage their own workload.
This is an exciting opportunity to play an important role in Wirral Place Business Support Team.
Working for our organisation
Cheshire and Merseyside ICB (Integrated Care Board) is a highly complex organisation serving a population of over 2.5 million people across nine Places (Boroughs including local Authorities), 17 NHS Provider organisations, 51 Primary Care Networks (PCNs) plus North West Ambulance service as well as third sector and voluntary organisations.Cheshire and Merseyside is the third largest Integrated Care System (ICS) in the country, and in regard to scope of organisations the ICS is double the size of the next largest ICS.
From a demographic perspective, there are some real challenges within Cheshire and Merseyside. 33% of the population of Cheshire and Merseyside live in the most deprived 20% of neighbourhoods in England. In addition, the population overall suffers from some of the poorest health outcomes in England.
Detailed job description and main responsibilities
Key Duties/Responsibilities:
- To provide support to NHS C&M (Wirral Place) as required including composing and typing of correspondence, reports, minutes of meetings including formal and informal meetings using a variety of Microsoft packages
- To offer cover arrangements for as a Personal Assistant to one or more members of the leadership team
- To be responsible for dealing with issues of a highly sensitive and confidential nature
- To act as a point of contact for incoming telephone calls, responding to queries within a timely manner and taking messages where necessary
- To be responsible for making appointments, checking other mangers’ electronic diaries for availability, and booking venues, equipment and arranging refreshments
- Plan and prepare for meetings and events including room bookings
- Establish and maintain an effective filing system (both physical and electronic)
- Be responsible for the administration of key meetings including the distribution of agendas and associated papers, accurate formal minute taking and the typing of minutes and the following up of action points, in a timely manner
- Manage travel and accommodation arrangements for the leadership team and NHS C&M Wirral managers, as required
- Ensure that high quality and timely support is provided (utilising relevant Microsoft Office packages) when producing correspondence, reports, e-mails, presentations and spreadsheets
- To build and maintain good relationships with other staff, both internal and external
- Responsibility for ordering and maintaining office supplies
- To manage generic shared inboxes and under the guidance of the Business Support Manager
- To assist with work relating to the local management of governance arrangements.
- To ensure own actions contribute to the maintenance of a quality service provision.
- To be responsible for the self-development of skills and competencies through participation in training and development activities and to maintain up to date technical and professional knowledge relevant to the post.
- To undertake statutory and mandatory training as deemed appropriate by NHS C&M.
- To develop and maintain effective working relationships with colleagues.
- To adhere to all NHS C&M &M ICB policies and procedures.
- All NHS C&M staff and contractors working for NHS C&M have both a common law duty and a statutory duty of confidentiality to protect patients (and indeed any personally identifiable) information and only use it for the purposes for which it was intended. The disclosure and use of confidential patient information needs to be both lawful and ethical.
- NHS C&M Wirral staff must keep up-to-date with the requirements of information governance and must follow organisational policies and procedures to ensure that NHS C&M information is dealt with legally, securely, efficiently and effectively. Staff must appropriately manage the records they create or hold during the course of their employment with NHS C&M, making the records available for sharing in line with confidentiality policies, procedures and guidelines (e.g. Freedom of Information Act 2000, Caldecott guidelines).
- All staff have a duty to ensure the health and safety of themselves and others whilst at work. Safe working practices and health and safety precautions are a legal requirement. ALL accidents must be reported to your manager and in line with the general philosophy of NHS C&M; you must participate in accident prevention by reporting hazards and following relevant policies and procedures including Moving and Handling guidelines.
- You are required to contribute to the control of risk and use the incident reporting system to alert NHS C&M of incidents or near misses that may compromise the quality of services.
Infection Control:
- All staff therefore have a duty to comply with all NHS C&M policies and guidelines in relation to Infection Prevention and Control. You have a duty to ensure that you minimise the risk of infection and infectious diseases. This responsibility includes minimising the risk by highlighting any concerns you may have to the appropriate person as identified in the policies and guidelines and challenging inappropriate infection control and hygiene practice.
Equality & Human Rights:
- NHS C&M will ensure that job applicants and prospective and current employees are treated solely on the basis of their merits, abilities and potential without any unjustified discrimination on grounds of age, gender, gender reassignment, sexual orientation, disability, family circumstances, race, colour, nationality, ethnic origin, religion or belief, trade union activity and social and economic status.
Codes of Conduct and Accountability:
- You are required to comply with NHS C&M codes of conduct and accountability
Person specification
Experience
Essential criteria- Previous experience of working in a busy office environment and managing conflicting demands
- Experience of supporting meetings
Knowledge
Essential criteria- Knowledge of a range of administrative processes
- Advanced knowledge of Microsoft applications
Skills
Essential criteria- Strong attention to detail
- Ability to work with minimal support
**PLEASE NOTE**
Joining our inclusive and innovative team comes with a range of benefits including flexible & agile working arrangements, pension scheme and generous annual leave allowance.
With our training schemes and support networks, you will be empowered to play a leading role in the future of healthcare, whatever your specialism or interest.
In return, we provide a supportive environment in which to learn and develop, with the opportunity to further your skills and career within an exciting and evolving environment, with our training schemes and support networks, you will be empowered to play a leading role in the future of healthcare, whatever your specialism or interest, and as a member of NHS staff you will receive various discounts from a host of restaurants and high-street stores.
In the event of exceptionally high levels of response, we reserve the right to close the post before the date stated above in order to prevent the number of applications received being unmanageable. You are advised to submit your completed application form as soon as possible to have the best chance of being considered.
Additional information relating to the role can be found in the Job Description below. Please note that candidates will be shortlisted against the criteria outlined within the Person Specification (also below), therefore, to avoid disappointment please ensure you meet the requirements of the role before applying and that you are able to demonstrate these requirements throughout your application form.