Business Administration Coordinator

The post holder will be responsible for processing and providing a range of information and for ensuring information is transmitted in a timely, appropriate and confidential manner as required. The post holder will be a strong team player, with excellent verbal and written communication skills. They will be motivated to complete their work in an efficient manner, be able to identify solutions and willing to learn and progress their skills. The ideal candidate will be flexible, able to support the rest of the team when required and to multi-task in a demanding environment. The post holder will be required to supervise and support other staff. The post holder will demonstrate high level communication and negotiation skills to work with sensitive and complex information affecting a wide range of stakeholders. To ensure information is supplied in an accurate and timely manner and in line with Trust policies and procedures. Build and maintain effective and positive working relationships,
both internal and external to the organisation, to enable the efficient collection of data and information. To attend and participate in meetings. Deal independently with routine business matters in a professional, prompt and effective manner. Draft replies to correspondence on behalf of the Directorate Senior Management Team, effectively, efficiently and in a timely manner, using initiative, discretion and sensitivity, upholding confidentiality where necessary. Interpret and provide accurate and timely information to managers and services in a format that is easily understood and relevant to the decision making process. This may involve the receipt of complex and sensitive information to analyse, interpret and present in an appropriate form. Identify and correct the cause for data anomalies and validation errors that occur during the process of analysis. Exercise significant levels of judgement and decision-making in dealing with complex enquiries. Make independent judgement as to what
action needs to be taken. Deal appropriately with confidential, commercial, contentious and urgent information, exercising good analytical skills and sound judgement. Use own initiative in the absence of members of the Directorate Senior Management Team to ensure that urgent matters are brought to the attention of the appropriate person. Oversee the administration systems and processes on behalf of the Directorate Senior Management Team and in relation to their direct reports, e.g. supervision, appraisal, leave absence, electronic personnel records, Directorate structure charts etc. Plan and prioritize diaries for the Directorate Senior Management Team, prioritizing as necessary. Organise a range of meetings and events including Directorate Governance Board Meetings, Away Days, Conferences, Directorate Disciplinary and Grievance Hearings. Compile and prepare agendas and supporting papers. Manage a facilitate external site visits, acting as liaison between visitors and the
site, ensuring all necessary information/evidence is available. Timely completion of statutory documents on behalf of the Directorate Senior Management Team. To co-ordinate and lead the service development and implementation of effective and efficient administrative systems and processes, in line with Directorate and Trust requirements. Implement local and Trust policy and procedures. Maintain adequate stock of stationery and other related items. Oversee Directorate Senior Management requests for items purchased using the Trust Procurement system. Authorised signatory for time sheets, travel claims etc. Day to Day line management of assigned team of administrators including: Monthly supervision Annual appraisal/PDR Provide immediate guidance and assistance in problem solving. Agree/monitor absences in regard to Annual leave, flexi time, sickness absence etc. Workload management. Undertaking and leading on recruitment and selection processes as required. Act as mentor to
new staff in the execution of their duties. Create and maintain information systems as required. Take, transcribe and distribute formal minutes. Prepare and present complex information in a range of formats (e.g. graphs, charts, audio/copy typing correspondence, documents, reports, minutes, presentations, flyers, handouts, Directorate bulletin etc). Produce ad hoc reports on request. Ensure that appropriate systems are developed and maintained to prompt/bring forward information or follow-up required for diary appointments, projects and for work that has been requested by a certain deadline. Ensure that corporate guidelines are followed in relation to existing and newly developed systems and processes. The post holder will be able to design, develop, maintain, document and test new databases and reporting systems in line with management requirements of the Directorate, Department of Health, NHS Commissioning Organisations and other key clients. Routinely review and