Business Support Officer

The ICB strives to be a supportive, caring employer and expects all colleagues to behave in a professional, inclusive and respectful manner and to demonstrate the values which underpin our vision for the population of Herefordshire and Worcestershire:

• Kindness
• Trust
• Honesty
• Fairness
• Respect

Job overview

The ICB does this through ensuring more effective joined up working with local partners across health, social care, voluntary and community sectors.

Band 4 Business Support Officers

Band 4 Business Support Officer

Full-Time Permanent , based in Worcester or Hereford

We are looking for an enthusiastic and professional Business Support Officer to join our Operations & Delivery Division, supporting the ICB’s Director of Ops & Delivery and the effective running of relevant Programme Boards across the team.

The role requires excellent organisational and administrative skills, including coordinating internal and external meetings and team organisation. The role is at the heart of the Operations & Delivery division, and we are looking for a proactive individual who enjoys the challenge of a busy working environment and has strong communication skills.

NHS Herefordshire & Worcestershire ICB recognises the value serving personnel, reservists, veterans, and military families bring to our business and would encourage people from the armed forces community to apply for our vacancies.

Main duties of the job

• The Business Support Officer will provide a comprehensive and high quality support services to teams within the Operations & Delivery function, along with supporting the Director of Operations with coordinating team activities.
• The postholder will work with Business Support colleagues across the Division, as well as within the ICB, to ensure that we have a resilient and dynamic coordinated administration service. This means that the postholder will need to have strong communication skills, work effectively within a team, and enjoy variety and the opportunity to work with others.
• The postholder will be responsible for a number of the ICS programme boards, and good organisation is a valued skill, as well as ability to work under pressure.
• Accuracy and attention to detail is a key requirement for high quality reports and notes and minutes, along with the ability to engage with people internal and external to the organisation in a confident and professional manner.

Working for our organisation

The NHS is a world-renowned institution and an exciting place to work, full of challenges and opportunities. Within NHS Herefordshire and Worcestershire ICB we are responsible for a range of health services for our population of over 800,000 people, spanning two of the largest counties in England.

The Operations & Delivery division is responsible for the transformation and commissioning of services across the Integrated Care System.

We provide a supportive environment to provide opportunities for staff to reach their full potential and to develop a rewarding career within an exciting and evolving environment. Joining our inclusive and innovative team comes with a range of attractive benefits including:

• Employee Assistance programme, including on-line health and wellbeing support
• Competitive NHS Pension Scheme
• Opportunities to learn new skills and develop your career within a caring and inclusive environment
• Generous holiday entitlement, which increases in line with service; purchase additional leave scheme
• Flexible working patterns to support individual work-life balance.
• Hybrid working policy with a requirement to work from an office base at least 50% of the working week.

Please note we operate a 3-month probationary period for new appointments

• To provide effective admin support to the team and ensuring all work is to the highest standards and in accordance with ICB Policy. This will include providing support to the relevant portfolio of work and associated Programme Boards.
• Organise a range of meetings, both face to face and on Teams, including preparing effective agendas and required documents, taking and transcribing professional minutes or action notes, producing an action log and updating as required, monitoring attendance. Co-ordinate team meetings including planning dates and attendance, agenda planning, note taking and action follow up.
• Deal with incoming queries for the service both written and verbally, redirecting or escalating when appropriate.
• Coordinated diary management to prioritise appointments, making sure all appointments are organised logistically in order to cut down on travelling time.
• Organising meetings/conferences, including booking venues, arranging refreshments, speakers, preparing and circulating papers to attendees.
• Responsible for preparing a variety of documents and correspondence, requiring excellent professional written skills and a good understanding of local processes, and adhering to good standards of accuracy.
• Ensure confidentiality and appropriate filing of all documentation in accordance with ICB policies and procedures using Sharepoint. Ensure that all documents are made available for appropriate people within the service, keeping all necessary electronic systems up to date and ensuring information is accurate.
• Support the induction of new starters into the Operations and Delivery Divison.
• To be able to respond in a flexible and adaptable way, prioritising a diverse workload, in order to meet the changing demands of the service. Work with colleagues to ensure appropriate cover for planned absence across the business support function within the Division.
• To co-ordinate workflow and manage local systems within the team to ensure work is prioritised and delivered within agreed deadlines and targets.
• To develop standard approaches and best practice for tasks and

identify continuous processes for improvement within the area of

responsibility, to ensure all work is to the highest standard and in

• Review and process data in a qualitative manner.
• To participate in projects as required.

Person specification

Qualifications

• 4 GCSE grade 9-4 (including Maths and English Language) or equivalent
• RSA 3/OCR Text Production and Word Processing Level 3 (or equivalent standard)

• ECDL or equivalent

Experience

• Experience of routine office systems and detailed processes
• Experience of coordinating meetings, taking notes and formal minutes, and follow up
• Experience in supporting multi-disciplinary teams

• Previous NHS administration experience
• Experience of Microsoft Teams and O365

Skills, Knowledge & Competencies

• Extensive organisational skills and competencies
• Highly organised and efficient, able to work effectively under pressure and produce quality work to deadlines
• Ability to coordinate meetings, including agenda, notes and actions
• Ability to manage and prioritise own workload, working without close supervision

Personal Qualities

• Enthusiastic, self-motivated and proactive approach to work
• Ability to work as part of a team and be a flexible and supportive colleague
• Ability to deal with challenges and adapt to change

• Open to personal development and commitment to learning

** Please Note **

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.

Please note that candidates will be shortlisted against the criteria outlined within the Person Specification, 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.

The salary range for this post is determined in line with the national Agenda for Change Terms and Conditions of Service. Please note that new entrants to the NHS will normally commence on the first paypoint of the relevant band.