Business Support Officer

4 weeks ago

Southampton, United Kingdom Wessex NHS Procurement Ltd Full time

**About the Company & Role**

At WPL, we play an important role for the NHS, providing procurement and supply chain services to two of the largest acute NHS Trusts in Hampshire. You’ll be part of a dynamic like-minded team, and with over 100 employees working collaboratively across four sites, you'll have the opportunity to be challenged and take your career to the next level.

As a **Business Support Officer,** you’ll lead on delivering gold-standard business and administrative support to teams across WPL. This is an exciting and fast-paced role, which has a wide-reaching impact across the business and where priorities can often change at short notice. You’ll be the single point of contact for a number of business areas such as recruitment, HR, rostering, payroll, IT, communications and more. You’ll take ownership of our internal newsletter, gathering stories and publishing it every 2 months, as well as keeping our new WPL website up to date. You’ll work with a broad range of colleagues across WPL as well as within the two Trusts we support, organising meetings, preparing reports, assisting with events and much more, which means that no two days are the same.

To be successful in this role you’ll need to have a can-do attitude, good attention to detail, great relationship building skills, and the ability to get things done. Priorities often change, so you’ll need to be able to manage your workload as well as respond to changing needs, balancing what needs to be done today while still progressing larger projects that may take a few weeks to deliver. You’ll also be handling sensitive information, so a high level of trustworthiness is essential. While this role can be challenging, it’s also incredibly rewarding. Supporting a relatively small business, you’ll build close relationships with many of the team. You’ll help and support staff, take ownership of their queries and find the right solution for them. And the broad remit of the role will mean you can make a positive impact across the entire business.

**Your Main Responsibilities**
- To act as the single point of contact for business operations enquiries, from WPL staff and external stakeholders, responding efficiently and promptly to queries, either personally or by redirecting to the appropriate person/department and ensuring that appropriate priority is given to urgent enquiries/matters.
- Work flexibly across WPL and support the team with recruitment, human resources, e-rostering, staff management, appraisals and other administrative areas.
- Act as the single point of contact for all recruitment, working with line managers, HR and new recruits to ensure a rapid and smooth process from advertising to on-boarding
- Manage the on-boarding of new staff. Organise inductions for new staff on behalf of WPL line managers. Deliver the corporate training and induction programme for new staff.
- Maintain all personal employee records, including contracts of employment, probationary reviews and appraisals. Oversee HR and rostering systems to ensure annual leave, sickness and other entitlements are correctly assigned and approved within payroll deadlines. Highlighting problems/issues as appropriate.
- Create and publish the WPL internal and external newsletters, gathering stories and newsworthy articles from across the business
- Support with internal and external communications and marketing, updating the WPL website and intranet to keep information relevant and up-to-date
- Arrange meetings on behalf of WPL Senior Management Team (SMT), liaising with other PA’s/secretaries/staff as appropriate to set a mutually convenient time and date, co-ordinating multiple diaries and negotiating availability at all levels, booking/arranging suitable venues, travel arrangements, equipment and refreshments.
- Attend meetings and take minutes or notes when requested. Prepare agendas and supporting paperwork, and produce action notes/minutes, ensuring that this information is circulated to the relevant individuals in good time.
- Assist the SMT with preparing reports, presentations and letters within the agreed templates.
- Produce business KPIs on the first working day of each month, or as required, highlighting where performance is below target
- Support the Project Management Officer with embedding service and process improvements within the business
- Assist in identifying improvements within own area of work, and use initiative to set own priorities within the specified timescales
- Act as the single point of contact for all freedom of information requests, gathering information from staff, collating responses and replying back within strict legal deadlines
- To place orders for office goods and services in accordance with internal processes, ensuring that requisitions are authorised by the relevant team member.
- Maintain and update departmental Policies and Procedures with support from the Head of Business Operations
- Maintain control of key busi

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