Business Support Officer [IRLSS - Private Office]
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, although 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
We are seeking an enthusiastic, motivated and hard-working team member to join our Private Office Team within Innovation, Research and Life Science Strategy (IRLSS).
The IRLSS Private Office team for the Director of Innovation, Research, and Life Sciences Strategy sub-directorate plays a pivotal role in supporting the IRLSS directors and senior leadership team. The private office delivers an intelligent, high-functioning executive support model to IRLSS Director, and is responsible for strategic, operational and logistical activities.Colleagues in the team give effective, insightful and honest advice on all aspects of their operation, from strategic advice to logistical arrangements.
The Business Support Officer is a pivotal role in the IRLSS Private Office, working towards ensuring effective and efficient day-to-day running of the IRLSS Private Office. The successful candidate will lead on inbox and diary management alongside many other critical projects and tasks to support the successful leadership of the IRLSS team.
Please note:
- This role would ideally suit somebody looking for full time Monday - Friday hours but please contact the recruiting manager should you wish to discuss this prior to applying.
- This job vacancy is based in either Wellington Place, Leeds LS1 4AP or Wellington House, London SE1 8UG.
Main duties of the job
We are seeking applicants with experience of working in Private Office or a comparative fast-paced highly dynamic and responsive environment with multiple competing priorities, with exceptional organisational skills.
Someone who thrives in highly dynamic, fast-paced environments and are interested in supporting innovation and research in the NHS would be well suited to this role.
We are seeking an engaged, supportive and collaborative team player who champions and encourages positive values and ways of working in all that they do.
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 visit https://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 Government website.
Detailed job description and main responsibilities
The duties of this private office focussed Business Support Officer role are varied. Details of the full list of duties can be found in the assignment brief and job description. Some of the key activities are as follows:
- Providing inbox and diary management support to the Director of IRLSS
- Providing diary management support to the Director of IRLSS;
- Raising of Purchase Orders and resolution of finance queries, ensuring all purchase orders raised for approval by the Director have been approved in line with financial budgets
- Liaising with Direct Reports to ensure appropriate cover is provided for the Director of IRLSS whilst on leave and liaising with the Private Office for the National Director to ensure annual leave is approved and the TD SLT Annual Leave spreadsheet is updated
- Managing annual leave/special leave requests for the Director of IRLSS and managing annual leave/special leave requests for the direct reports via the ESR system
- Management and submission of the Director of IRLSS expenses and direct reports expense requests via the expenses platform.
- Supporting the management and engagement of events, this will include set up of virtual and face-to-face events
- Liaising with event organisers in relation to event details, agendas and any special requirements (dietary/accessibility) and submission of the NHSE Events Brief
- Travel & accommodation bookings
- Supporting with travel and accommodation bookings via the CTM Portal in line with NHSE Policy.
Person specification
Qualifications
Essential criteria- Educated to degree level in relevant subject or equivalent level of experience of working at a similar level in specialist area such as senior administration
Experience
Essential criteria- Experience working in Private Office or a comparative fast-paced highly dynamic and responsive environment with multiple competing priorities.
- Experience of diary management support to director level colleagues
- Raising of Purchase Orders / Sales Orders seeing the process through from start to end dealing with any queries that might come from these
- Organising and planning meetings / events including sending invites, booking venues, making travel arrangements, arranging speakers and providing relevant meeting materials
Skills
Essential criteria- Advanced knowledge of Microsoft software applications (outlook, word, excel and PowerPoint etc.)
- Excellent planning and organising capabilities, with exceptional attention to detail.
- Able to maintain effective working relationships at all levels and with staff in other offices and departments
Our commitments to you
We are passionate about creating an inclusive workplace that promotes and values diversity. We know that different ideas, perspectives and backgrounds create a stronger and more creative work environment that delivers better patient outcomes.We strive to ensure our people feel trusted, valued and empowered. We’re passionate about nurturing and developing people. When you join us, we want you to grow and excel, and we offer many opportunities for you to do that. We welcome your talent and enthusiasm irrespective of age, disability, neuro-divergence, sex, gender identity and gender expression, race or ethnicity, religion or belief, sexual orientation, or other personal circumstances.
We have policies and procedures to ensure that all applicants are treated fairly and consistently at every stage of the recruitment process, including the consideration of reasonable adjustments for people who have a disability and/or who are neuro-divergent.
We welcome applications from disabled candidates. If you meet all the essential criteria, you will be guaranteed an interview.
Applications from job seekers who require sponsorship to work in the UK under the Skilled Worker route are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website.
If applying for this role on a secondment basis, please make sure you have obtained prior agreement from your current line manager to apply for this position.
Please note that we currently do not accept applications via recruitment agencies.
The NHS Business Services Authority is responsible for the processing of your application; a privacy notice is attached to advise you on how we will process your personal data.
If you have applied via NHS Jobs, your submitted application will be imported into our preferred third-party recruitment system. All subsequent information regarding your application will be generated from apps.trac.jobs. If you are appointed to a post, information will also be transferred into the NHS Electronic Staff Records system.
You will not be able to track the progress of your application or receive messages through NHS Jobs, and furthermore, as an employer, we will not be able to respond to any emails sent to us via NHS Jobs. If you have a query relating to your application, please contact the recruitment team on [email protected] or 0300 330 1369.You can view our Privacy Notice here.
NHS England