Job Description

Job responsibilities

• Supporting the Senior Business Manager with the monitoring of quality and performance targets across Informatics for both SFT and GWH and the production of monthly data/information to be presented at performance reviews and similar meetings.
• Responsible for ensuring both the departments maintain robust governance processes including department risk registers, incident management, minutes and action logs for key meetings, audit plans are completed in a timely fashion and contract management is effectively undertaken.
• Supporting senior colleagues to ensure capital and revenue budget monitoring is kept up to date with variances understood, investment plans are monitored, business cases are produced to acceptable standards and outstanding invoices are resolved.
• Operate under a high level of discretion and confidentiality, whilst ensuring that responses to deadlines are met.
• Responsible for the line management and performance of the admin team lead including co-ordination of workloads, annual leave, appraisals and sick leave absences to ensure an effective function is provided in times of absence.
• Plan and organise complex activities or programmes of work requiring formulation and/or adjustment. For example, organising workshops, including selection of venue, provision of materials, hospitality and organising multi-professional meetings.
• Work on projects as directed by the Senior Business Manager; including event management and co-ordination.
• Develop and implement business policies which impact across both organisations as requested by the Senior Business Manager.
• Plan for situations that are known and ensure work is re-prioritised to accommodate unexpected situations and interruptions.
• Respond to new demands in the role and build those responses into sustainable systems and processes.
• Exercise initiative in responding to requests for information / action, including referral to appropriate senior staff, particularly in politically sensitive situations.
• Cover administrative support to allocated meetings including agenda preparation, collation of meeting papers, and transcription of minutes and co-ordination of action log in the admin team leads absence.
• Maintain efficient electronic and paper based filing systems to comply with the needs of Informatics; with knowledge and application of the General Data Protection Regulations (GDPR) and Freedom of Information (FOI) Act.
• Advanced use of IT packages; including manipulation of data.
• To take leadership decisions in line with Trusts values.
• Authorised signatory for travel arrangements, meeting expenses and general spend.
• Complete audits necessary to area of work.

Communication:

• To communicate clearly and effectively with all staff including internal informatics staff, line manager, senior informatics management, Executive and other personnel, both within and outside the Trusts in line with the Trusts values and behaviours.
• To deal with telephone complaints in line with the Customer Care policy.
• To communicate tactfully, sensitively and effectively with patients and carers to ensure their concerns and issues are quickly notified to the relevant Director or Manager.

Staff Management and Development:

• To provide day to day line management of the admin team lead.
• Lead recruitment and subsequent retention of staff ensuring that all new staff receive the appropriate induction and training to enable them to carry out their duties.
• Monitor and review the performance of individuals within the team and take action as appropriate.

Training:

• To undertake any necessary training that is required to fulfil the objectives of the post and enhance personal knowledge and development.
• Ensure compliance with all statutory and mandatory training.

Management of Resources:

• Authorised signatory for small cash financial payments and for purchase of physical assets in line with Standing Financial Instructions.

Person Specification

Skills

Skills / Experience Essential

• Knowledge of secretarial, administrative procedures and systems and project management acquired through degree or relevant experience plus additional training and experience to post grad diploma level equivalent.
• Knowledge of an IT related working environment and working practices within.
• Proven administration experience and knowledge of secretarial procedures.
• Understanding of project management concepts and principles, having practical experience of working in a project management environment.
• Computer literate and advanced use of Microsoft Office.

Desirable

• Project management experience.
• Experience of working in a health care environment.
• Experience of risk management and maintaining a risk register.
• Experience of development and maintaining governance processes.

Additional information

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).