Business Support Manager - ACW

at  Whittington Health NHS Trust

An exciting opportunity has arisen for a Business Support Manager, within the Acute Patient Access, Clinical Support Services and Women’s Health ICSU (ACW).
The post holder will have excellent communications skills and attention to detail, be willing to reprioritise their workload to support the needs of the team and be calm under pressure.
The business support manager will provide business support functions and will be responsible for the management of relevant systems and processes, including finance, procurement, HR, facilities, and IT.
The post holder will support meetings and internal inspection/accreditation processes administratively through minute taking, the creation and tracking of action plans and co-ordinating sign off processes.
This is an exciting opportunity to work as an important part of the Acute Patient Access, Clinical Support Services and Women’s Health ICSU (ACW) leadership team.
The team is responsible for the delivery of a wide variety of clinical and administrative services across the trust.
The Business support Manager must be able to work autonomously whilst at the same time demonstrating a positive approach to multi-disciplinary working. An essential requirement of the post is the ability to work alongside busy senior managers to prioritise and manage the work of the ICSU leadership team.
The post-holder will need to be able to build good working relationships with both internal and external stakeholders.
The post-holder will need to be able to provide high quality administrative support for internal and external meetings ensuring effective planning to ensure key stakeholders are present, and that the associated papers that support effective meeting management and good governance are created and circulated in a timely way both in advance and after meetings.
Whittington Health serves a richly diverse population and works hard to ensure that all our services are fair and equally accessible to everyone. Nowhere is this more obvious than in the way we look after our staff. We aim to employ a workforce which is as representative as possible of this population, so we are open to the value of differences in age, disability, gender, marital status, pregnancy and maternity, race, sexual orientation, and religion or belief. The Trust believes that as a public sector organisation we have an obligation to have recruitment, training, promotion and other formal employment policies and procedures that are sensitive to these differences. We think that by doing so, we are better able to treat our patients as well as being a better place to work.
Communication
Play a pivotal role in acting as first point of contact for communications to the Acute Patient Access, Clinical Support Services and Women’s Health ICSU leadership team and deal with all such communications appropriately, including exchange of sensitive information.
Deal with matters of a highly confidential and sensitive nature which should not be divulged or discussed with other people
Respond to all queries, correspondence and telephone calls coming into the office in a timely and professional manner. Initiate action where possible and report progress as appropriate. Employ judgement to ensure that messages and actions are prioritised and brought to the attention of the senior management team with any relevant supporting information.
Receive and screen incoming mail, obtaining any relevant background information. On behalf of the Acute Patient Access, Clinical Support Services and Women’s Health ICSU Clinical and Operational Directors, prepare/commission draft responses as necessary, identifying appropriate action or referral. Initiate follow up action where necessary.
Manage incoming emails, ensuring briefings and follow up actions take place and deadlines met.
Effectively manage the diaries of the Acute Patient Access, Clinical Support Services and Women’s Health ICSU Clinical and Operational Directors, arranging and prioritising meetings/appointments, as necessary, ensuring the sufficient work/reflective and travel time and establishing and maintaining suitable ‘bring forward’ systems to ensure that future activities or requirements are not overlooked.
Organise conferences/events, including liaising with stakeholders, speakers, sourcing venues, inviting participants and guests and devising and sending details of confirmation of booking and joining instructions etc.
Liaise with key stakeholders.
Information Management / Administrative / Executive Assistant Support
Plan for situations, which are known; and to be able to re-prioritise work to accommodate unexpected situations and interruptions.
Monitor project schedules and escalate areas of concern or exception
Preparing progress reports.
Establish and maintain effective, accurate and where appropriate, confidential filing systems, ensuring files and specific information can be easily retrieved.
Undertake specific project work as and when required by the Acute Patient Access, Clinical Support Services and Women’s Health ICSU Clinical and Operational Directors.
Co-ordinate the rolling programme of performance and development reviews and 1:1 meetings; scheduling meetings and ensuring the Acute Patient Access, Clinical Support Services and Women’s Health ICSU Quadrumvirate have the relevant information.
Set up appraisals between the Acute Patient Access, Clinical Support Services and Women’s Health ICSU Clinical and Operational Directors and Senior Management team.
Undertake preparation of committee reports, including collation and copying of information, circulation of papers etc.
Prepare and distribute agendas and papers for relevant meetings, in accordance with Trust policies, procedures and timescales.
Take, produce and distribute meeting minutes within agreed timescales and associated action trackers.
Undertake any other duties as delegated to the post holder by the Acute Patient Access, Clinical Support Services and Women’s Health ICSU Clinical and Operational Directors
Ensuring all departments keep on top of maintaining good IG compliance.
Handling/collating sensitive documents for disciplinary/grievances.
Administratively support the process of ensuring policies and SOPs are reviewed and updated within current guideline.
Administratively support the preparations and documentation management associated with external accreditation and inspections across the Acute Patient Access, Clinical Support Services and Women’s Health ICSU.
Office Management
Support the proactive management of sickness/absence/annual leave/study leave by providing up to date information to the Acute Patient Access, Clinical Support Services and Women’s Health ICSU Clinical and Operational Directors
Be the contact for visitors, ensuring a polite, helpful, professional and organised approach directing visitors to the most appropriate person.
Work independently on all aspects of the role, managing own workload and exercising maximum autonomy and control whilst recognising when it is appropriate to seek advice or assistance.
Maintain a system for tracking and claiming expenses incurred by team members, as delegated.
Finance
Provide support for Operational director to ensure financial sign off in streamlined including on call, escalated rates, local VCP processes
Completing and processing team expenses.
Arrange PO’s/invoices and Waivers for all external contractors whilst ensuring the budget is maintained.
Information Technology
Optimise IT applications by using effectively all aspects of Microsoft applications to produce accurate and well-presented documentation, presentations etc.
Be responsible for maintaining office systems.
Updating the Trust intranet and maintain relevant sections on the intranet as and when required.
Personal Development
To undertake ongoing training and professional development as required for the role, including annual statutory and mandatory training required of all Trust staff.
Maintain and evidence continual professional development record

Please refer the Job description for details