Business Support Officer

7 months ago

Birmingham, United Kingdom NHS Birmingham and Solihull Integrated Care Board Full time

The key duties of this post are to provide diary management to the Director of Nursing (Quality Improvement), Director of Nursing (Social Care & Development) and business support to the Head of Quality & Equity Improvement Programme.

The post holder will provide a quality and responsive personal assistant service including complex diary management and minute taking, therefore all applicants must be highly experienced and confident in minute taking.

This department is very busy and the work, at times, can be very pressurised, particularly when having to arrange urgent meetings and minuting unexpected meetings. The post holder should be adept, confident and flexible to meet the ever-changing demands.

At all times the post holder will be dealing with matters of a highly confidential and sensitive nature which should not be divulged to another or discussed with other colleagues unless absolutely The post holder must be comfortable working with varied professional groups.

Project management, monitoring and progress-chasing.

Being the key point of contact for identified meetings to include organising meetings, issuing papers and compiling minutes.

Day-to-day business and administrative support.

**Details of the role**:

- The post holder will provide a quality and responsive personal assistant service including complex diary management and minute taking, therefore all applicants must be highly experienced and confident in minute taking.
- This department is very busy and the work, at times, can be very pressurised, particularly when having to arrange urgent meetings and minuting unexpected meetings. The postholder should be adept, confident and flexible to meet the ever-changing demands.
- At all times the post holder will be dealing with matters of a highly confidential and sensitive nature which should not be divulged to another or discussed with other colleagues unless absolutely necessary. The post holder must be comfortable working with varied professional groups.
- Project management, monitoring and progress-chasing.
- Being the key point of contact for identified meetings to include organising meetings, issuing papers and compiling minutes.
- Day-to-day business and administrative support.
- The postholder will ensure the maximum effectiveness of the Directorate by planning and managing the diaries and providing proficient office management, personal assistant and support services.

**The post holder will be responsible for**:

- Knowing the overall priorities of the Director of Nursing - Quality Improvement, Director of Nursing - Social Care and Development, interpreting these priorities by planning and managing the diary and facilitating delivery.
- Scheduling and following up commitments made by the Directors of Nursing and Head of Quality and Equity Improvement Programme.
- Establishing and using effective administrative working protocols and practices within the directorate group, whilst continually reviewing/improving the systems.
- Assist and support the team in developing, implementing and maintaining directorate specific policies, protocols and related systems within the directorate.
- Representing the Directorate at internal and external meetings as required.

Performance Information and systems
- To develop key working relationships with people within the system to help support and develop the business of the directorate and to play an active part in developing and achieving a culture of transformation.
- A major part of the role will be to initiate, design, develop and manage a comprehensive set of systems to support the team and ensure the smooth running of the directorate. This will include ensuring that directorate communication systems are in place.
- To act as a central point and expert for queries and information on all matters relating to business support within the directorate.
- To arrange a variety of meetings involving internal and external agencies being aware of competing priorities; using initiative to produce agendas in advance, liaising with colleagues, taking minutes and producing follow-up action points, undertaking any relevant research as required.
- To provide proficient administrative and secretarial support, producing documents using appropriate software packages, working to timescales and to a very high standard of accuracy, following trust templates and directorate presentation standards.
- To lead on the production, analysis, useful presentation and dissemination of information to key people within deadlines to aid decision-making for service improvements and changes; to be responsible for the analysis, investigation and resolution of anomalies and issues.
- To work with and manage business sensitive information and establish systems appropriately.
- To ensure that the directorate has comprehensive performance management arrangements in place including audit trails, so that the Directors of Nursing and Head of Quality and Equity Improvement have accurate and tim

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