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Business Support Officer
2 weeks ago
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 foursites, 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 changeat 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 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.
Find out more about WPL, our benefits, our values and what it's like working here at wessexprocurement.nhs.uk
**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 thatappropriate 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 onboarding 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, coordinate multiple diaries and negotiating availability at all levels, booking/arrangingsuitable 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 business documents, including asset register, staff list, business continuity plans and others, ensuring documents are always up to date with clear audit trails.
- Assist with the maintenance of health & safety, fire, first aid and other procedures.
- Assist in the coordination and administration of complaints to the SMT, ensuring that the appropriate deadlines are adhered to.
- Ensure that staff confidentiality is maintained at all times when dealing with sensitive information, ensuring compliance with Data Protection legislation.
- Use tact and diplomacy to progress / chase stakeholders where deadlines have been set. To handle sensitive personal information with trustworthiness.
- Provide training and support to team members on systems and processes that fall within the remit of this role.
**Attributes**
- Knowledge of business and admin procedures and systems to level 4 standard (NVQ, higher apprenticeship, diploma) or equivalent experience
- Computer literate with good keyboard skills and the ability to learn new systems quickly
- Experience working in a fast-paced customer focused environment
- Working as part of a team and independently
- People focused with great relationship-building skills
- Organised, methodical with high levels of attention to detail and proven time management skills
- Trustworthy in handling confidential and personal information
- Ability to prioritise and balance competing demands to meet deadlines
- Able to remain calm under pressure
- Self-starter and able to use own initiative
- Advanced Microsoft proficiency, especially with Word, PowerPoint, Excel and Outlook
- Able to communicate effectively with colleagues and stakeholders both written and verbal.
- Ability to demonstrate discretion and deal diplomatically with a wide range of stakeholders internally and externally
- Ability to work autonomously and be part of a team
