NHS
Job title:
Business Services Team Leader + PA to the Head of Department Team
Company
NHS
Job description
To provide high quality administration and business support for the University Hospitals Plymouth NHS Trust’s Digital & Innovation Services Department.***Preference will be given to internal Trust staff, as well as ‘Priority’ and ‘At Risk’ status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***Main duties of the jobThe post holder will manage the Business Services team who provide general administrative support for all administrative, finance and secretarial services to the D&I Department. The Business Services Team are also responsible for IT Commercial Procurement, Telecoms, Healthroster, departmental Health & Safety and general personnel support.This service allows other teams within D&I to concentrate solely on the IT aspects of the hospital. In turn, this allows for the smooth running of the hospitals technical services and equipment, resulting in better patient care.The post holder will also provide Personal Assistant services to the Head of Department team within the department including email inbox management, diary management, administration support etc.The post holder will be responsible for departmental documentation, local records compliance and knowledge management both internally and externally.About usWe are a people business – where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.Date posted04 April 2025Pay schemeAgenda for changeBandBand 5Salary£29,970 to £36,483 a year Per AnnumContractPermanentWorking patternFull-timeReference number216-AH-A7033205Job locationsDigital & Innovation Services11 Research Way, Plymouth Science Park, DerrifordPlymouthPL6 8BTJob descriptionJob responsibilitiesStrategyAdminister the production and development of the Digital & Innovation Services strategy documentation for the NHS Community as part of the overall Digital & Innovation Services Strategy including collation of input from the various sections.Develop and manage Digital & Innovation Services business support policies andservices in support of the strategic aims of the Digital & Innovation Services Service.Business SupportDevelop, control, manage and support the delivery of high-quality business support services to the department Service, which is aimed at meeting and exceeding customer needs. This includes the management of effective minute taking at Digital & Innovation Services project and programme boards where the information communicated can be of a complex and technical nature.Provide administration support and take minutes for both the Service Manager’sImprovement Team and the Senior Leadership Group forums.Manage the administration pool in support of the Digital & Innovation Services toprovide effective administrative support.Provide Personal Assistant (PA) services to the Head of Department team dealing withsensitive and confidential information on their behalf.Communicate with Senior Managers both internally and externally to ensure optimaladministration support to the Head of Department team.Co-ordinate and administer the collation of the Business Services Team KeyPerformance Indicators (KPIs) for monthly performance reporting.Co-ordinate and administer the Freedom of Information (FOI) requests and auditrequirements for the service, ensuring all statutory and mandatory returns arecompleted in a timely manner.Co-ordinate and administer the Health & Safety and Risk management of the serviceincluding the collation of quarterly reports for the Senior Management Team. Acting asDeputy Health and Safety manager for the service.Provide a high standard of Digital & Innovation Services business support managementensuring all records are maintained.Audit and inspect business support processes to ensure a quality and improved serviceis provided and to contribute towards the continuous improvement of quality services.Set, achieve and maintain a consistently high standard of quality for the IT businesssupport. Propose changes to the teams working practices and procedures ensuring aquality first approach. Ensure all procedures are well documented.Communications and marketingDevelop written and visual content to increase engagement with our customers andaudiences, driving stronger connections & interactionsCurate and copywrite content for internal and external communicationEnsure content of the D&I web pages are updated and website administration issupportedHuman ResourcesLine manage the Digital & Innovation Services Business Services team.Recruit, appraise, train, and allocate work to, performance management anddevelopment of the Business Services team.Establish and agree working practices within the Business Services team.Monitor and maintain best practice in Health & Safety within the Business Servicesteam. Job descriptionJob responsibilitiesStrategyAdminister the production and development of the Digital & Innovation Services strategy documentation for the NHS Community as part of the overall Digital & Innovation Services Strategy including collation of input from the various sections.Develop and manage Digital & Innovation Services business support policies andservices in support of the strategic aims of the Digital & Innovation Services Service.Business SupportDevelop, control, manage and support the delivery of high-quality business support services to the department Service, which is aimed at meeting and exceeding customer needs. This includes the management of effective minute taking at Digital & Innovation Services project and programme boards where the information communicated can be of a complex and technical nature.Provide administration support and take minutes for both the Service Manager’sImprovement Team and the Senior Leadership Group forums.Manage the administration pool in support of the Digital & Innovation Services toprovide effective administrative support.Provide Personal Assistant (PA) services to the Head of Department team dealing withsensitive and confidential information on their behalf.Communicate with Senior Managers both internally and externally to ensure optimaladministration support to the Head of Department team.Co-ordinate and administer the collation of the Business Services Team KeyPerformance Indicators (KPIs) for monthly performance reporting.Co-ordinate and administer the Freedom of Information (FOI) requests and auditrequirements for the service, ensuring all statutory and mandatory returns arecompleted in a timely manner.Co-ordinate and administer the Health & Safety and Risk management of the serviceincluding the collation of quarterly reports for the Senior Management Team. Acting asDeputy Health and Safety manager for the service.Provide a high standard of Digital & Innovation Services business support managementensuring all records are maintained.Audit and inspect business support processes to ensure a quality and improved serviceis provided and to contribute towards the continuous improvement of quality services.Set, achieve and maintain a consistently high standard of quality for the IT businesssupport. Propose changes to the teams working practices and procedures ensuring aquality first approach. Ensure all procedures are well documented.Communications and marketingDevelop written and visual content to increase engagement with our customers andaudiences, driving stronger connections & interactionsCurate and copywrite content for internal and external communicationEnsure content of the D&I web pages are updated and website administration issupportedHuman ResourcesLine manage the Digital & Innovation Services Business Services team.Recruit, appraise, train, and allocate work to, performance management anddevelopment of the Business Services team.Establish and agree working practices within the Business Services team.Monitor and maintain best practice in Health & Safety within the Business Servicesteam.Person SpecificationKnowledge and ExperienceEssential
- A demonstrably experienced Office Manager with demonstrable experience of staff management including recruitment, appraisal, attendance and performance management.
- Proven demonstrable experience of implementing action plans to tight deadlines
- Demonstrable experience of creating documentation and board papers.
Desirable
- Demonstrable experience of working in a multidisciplinary team.
- Demonstrable experience of chairing meetings and forums
QualificationsEssential
- Proven Degree in Business related subject or equivalent demonstrable experience
- A minimum of GSCE level English and Maths or equivalent demonstrable experience
Desirable
- Health and Safety Risk Assessor
Aptitude and AbilitiesEssential
- A high level of IT skills including demonstrable experience of working with database and spreadsheet packages
- Ability to prioritise effectively and communicate priorities to users and staff
Desirable
- Effective influencing skills
- Numerate and with demonstrable experience of interpretative reporting and demonstrable experience of statistical analysis
Person SpecificationKnowledge and ExperienceEssential
- A demonstrably experienced Office Manager with demonstrable experience of staff management including recruitment, appraisal, attendance and performance management.
- Proven demonstrable experience of implementing action plans to tight deadlines
- Demonstrable experience of creating documentation and board papers.
Desirable
- Demonstrable experience of working in a multidisciplinary team.
- Demonstrable experience of chairing meetings and forums
QualificationsEssential
- Proven Degree in Business related subject or equivalent demonstrable experience
- A minimum of GSCE level English and Maths or equivalent demonstrable experience
Desirable
- Health and Safety Risk Assessor
Aptitude and AbilitiesEssential
- A high level of IT skills including demonstrable experience of working with database and spreadsheet packages
- Ability to prioritise effectively and communicate priorities to users and staff
Desirable
- Effective influencing skills
- Numerate and with demonstrable experience of interpretative reporting and demonstrable experience of statistical analysis
Expected salary
£29970 – 36483 per year
Location
Plymouth
Job date
Mon, 07 Apr 2025 07:30:24 GMT
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