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Business Support Assistant

4 months ago

Taunton, United Kingdom NHS England Full time

An exciting opportunity has arisen to join the South West Nursing Directorate to support the Maternity and Perinatal team.

The post holder will provide and coordinate administrative and secretarial services including for example: the preparation of agendas and minutes and taking appropriate follow-up action as required; supporting the team with the management of projects; gathering information and undertaking enquires as and when is necessary for the team; acting as the first point of contact for a wide range of stakeholders.

Please note that the reason for the fixed term of your contract is short-term vacancy.

As a Business Support Assistant, the post holder will work as part of a dynamic team in delivering an effective service supporting managers and staff across the regional maternity and perinatal team to provide strong and effective administrative and business support.

The post holder will provide secretarial/ and or administration support and advice to the teams and/or Sector to support a number of initiatives by:

- Taking telephone calls for others in the department when they are out and expected to use their initiative when dealing with phone calls and messages.
- Ensure all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner.
- Organising and planning events as directed, providing all necessary supporting in local materials

This post is part of the regional Maternity and Perinatal Team at NHS England South West. The regional team is headed up by the Regional Chief Midwife. This role will support the team to providing strong and effective administration and coordination of the regional programme of work

The South West Region has established the South West Regional Maternity Transformation Programme Board. The Board uses a collaborative approach between the Nursing and Medical Directorates to lead the programme at regional level with the Regional Chief Nurse as the Senior Responsible Officer and the Regional Medical Director as Chair. The Board supports seven LMS’ and is linked to the national maternity transformation programme.

Through the development and implementation of Local Transformation Plans in each Local Maternity System (LMS), the South West Regions maternity and perinatal services will see that by 2025 the rate of stillbirths, neonatal and maternal deaths will be halved and people using maternity and perinatal services will have a better overall experience. This will be achieved by working alongside mothers, mothers to be and their families to co-produce transformation plans.

**Main responsibilities of the role will include**:

- Supporting teams in project management and participating in department events.
- Required to input, monitor and check data produced and required for on-going programmes and projects.
- Working with all team members in the collection of information for performance reporting on relevant team projects.
- Acting as a point of contact for teams, dealing and responding effectively with complex queries from stakeholders and passing on relevant information to appropriate team members sensitively and autonomously.
- Supplying the relevant information required for financial management, supporting the head of department and teams by checking and sending invoices for payment. Responsible for ordering stationery and consumables for the department, ensuring they are kept securely.
- Running and collating reports which may include reports to the Board and senior management as required.
- Developing and maintaining effective electronic and paper filing systems, to ensure that information is kept securely and is accessible to other members of the team.
- Developing and distributing communications including newsletters and updates.
- Preparing agendas, taking minutes and distributing notes of meetings including typing up of group discussions and interviews as necessary.
- Supervises staff in day to day activities as directed, allocating and checking work as necessary.
- Working together with other administrators/PAs across the organisations to provide an effective network of communication including dealing with visitors to the base and being flexible to cover other administrators’ general duties on the base.
- Providing guidance and advice on relevant policies and procedures.
- Participate in Research and Development activities when required and as directed.
- To carry out other appropriate delegated duties as required.