Business Support Officer

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., The post holder will work as part of a dynamic team in delivering an effective PA/Business support for the Director of Strategy and Commissioning within the Public Health East of England Directorate. The post holder will also support the Public Health Commissioning Team on executive HR processes, this will include meeting organisation, logistics and project co-ordination, correspondence management, diary management, travel bookings and file/document management., To act as a contact point for teams, dealing with and responding effectively to complex queries from stakeholders and passing on relevant information to appropriate team members sensitively and autonomously. Handle significant quantities of confidential and sensitive information on behalf of the Senior Managers, always ensuring the appropriate degree of confidentially and discretion is always adopted. Work with all team members in the collection and analysis of information for performance reporting on relevant team projects. Undertake reporting and analysis of information to support delivery, including running and collating reports to the board and senior management as required. Use initiative to a significant level and demonstrate attention to detail in all aspects of work, managing competing demands and priorities,

• Organise and manage documentation for meetings and events, including preparation of agendas and minutes of meetings, tracking actions and timeframes as appropriate.
• Ensure the Director of Strategy and Commissioning has the required documentation for all meetings/events.
• Organise and produce reports, papers, presentations and other similar documentation in accordance with organisational timeframes.
• Provide effective diary management for The Director of Strategy and Commissioning and the team, ensuring that appointments are planned and coordinated, and run to schedule. Use independent judgement to prioritise the high level completing demands to ensure an appropriate balance in the daily scheduling in line with preferences, responsibilities or project plans.
• Organise and plan meetings and events as directed, including sending invitations, booking venues, making travel arrangements, arranging speakers and providing relevant papers and material. Provide high quality support to ensure they are managed and delivered effectively.
• Support the management of activities, gathering information, updating documentation and undertaking enquiries as necessary for the activities lead.
• Understand, highlight and document activities risks, issues and actions, ensuring early identification and proactive mitigation where possible, and ensuring concerns are escalated promptly.
Service Improvement
• Assist with the setting up and management of effective business processes to facilitate the smooth running of the Public Health Commissioning Team.
• Develop and implement robust work processes and systems to ensure timely delivery against deadlines.
• Work closely with other team members to improve current practices and processes to achieve best possible outcomes.
• Support the team on the timely capture of lessons learnt.
• Develop and maintain an effective electronic filing, to ensure information is kept securely and is accessible to other members of the team.
• Work with all team members in the collection of information for performance reporting on relevant team projects.
• Develop and maintain databases as required by the role.
• Contribute to effective information management within the team.
• Flexible approach to work in line with the needs of the business.
Communication
• Ensure appropriate and timely responses to all relevant correspondence.
• Draft routine responses and ensure that all correspondence is accurate and delivered in a timely manner.
• Act as a key member of the team to support effective communication and stakeholder management both internally and externally.
• Operate in a highly political and sensitive environment.
• Communicate information and issues, including briefings and reports to managers and project leads as appropriate.
Financial Management
• Support budgeting, forecasting and tracking spend of activities; ensuring that appropriate justification exists, and that authorisation has been granted for all expenditure. Supporting the development of business cases for resourcing and project expenditure.
• Continually strive to deliver business and function outcomes, ensuring value for money and greater efficiency.
• Contribute to the financial delivery of the service, ensuring it is cost effective and delivered on time.
• Supply relevant information required for effective financial management. Support the Director of Strategy and Commissioning and teams by raising purchase orders and checking invoices for payment.
People Management
• Provide specialist training, advice and support on own area of responsibility where necessary.
• Support training and induction of new and existing staff.
• Supervise the team on their day to day activities.
• Participate in the recruitment processes of support staff.
Secondments Applicants from within the NHS will be offered on a secondment basis only, agreement should be obtained from their employer prior to submitting the application. 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.

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