Business Support Lead

**About Us**:
The Confederation, Hillingdon CIC works with general practice and other healthcare providers in Hillingdon to deliver high quality clinical services to patients. Our aim is to improve care for patients by working collaboratively across primary care and our partners as part of the Integrated Care Partnership. The Confederation team also work to develop and support individual GP practices, PCNs and Neighbourhoods and their changing needs. We are of the NHS but independent, innovative and transformational.

General capacity across primary care is being expanded rapidly. The Confederation is determined to develop as an attractive place to work that provides rewarding roles and opportunities to grow in order to attract and retain great staff that in turn provides the highest quality care.

**Our Values**:
**Job Summary**

This is a permanent post providing high level administrative and secretarial support within the Business Support Team. This is an energetic and varied role that touches and interacts with all parts of the organisation. This role will manage our virtual front of house, ensure that petty cash and other ad hoc purchases are made as per policy and reconciled as appropriate and step in when the Executive Management team requires additional help with projects and events. You will work closely with the Executive Support Manager and Operational PA/Office Manager to ensure that our leadership teams have the resources they need to run efficiently. This is an opportunity to demonstrate your organisational skills, ability to think on your feet, handle a diverse workload and pay attention to detail alongside strong IT and communication skills as an all-rounder.

**Primary Responsibilities**
- Management of our virtual front of house;
- Incoming phone lines, ensuring switchboard is covered between 08.00-18.00.
- The shared admin inbox, ensuring queries are addressed as appropriate, escalating where necessary.
- Management of orders, deliveries, suppliers and reconciliation of petty cash spend. Ensuring the finance team and operational teams have the documentation and resources needed to complete their jobs effectively.
- Secretarial and organisational support to the Business Support and Executive Management teams. Arranging and minuting meetings will be a key part of this role.
- Supporting the team in logistics for larger meetings and events including the AGM and staff conference amongst others.
- Cross cover for other Business Support team members.

**Collaborative Working Relationships**
- You will work closely with the Executive Manager, Operational PA and Executive Committee.
- You will build relationships with operational, senior, and executive management teams.
- You will provide ad hoc and overflow support for the Associate Directors as needed.
- Liaison and coordination with support and service teams.

**Knowledge, Skills and Experience Required**
- Excellent knowledge of Microsoft office suite
- Accurate typing and good keyboard and data entry skills are essential.
- Experience facilitating all aspects meetings including preparing agendas, liaising with participants, minute-taking and following up actions. Ability to take clear, concise, and accurate minutes of meetings essential.
- Proven time management skills, dealing with multiple priorities and work pressures, exercise sound judgement, meet deadlines and set priorities for your own work.
- Ability to present written information clearly and logically, with high level of attention to detail and accuracy, including accurate spelling and grammar.

**Education, Training and Development**
- Maths and English GCSEs at a minimum
- Recognised secretarial qualifications with City & Guilds, OCR, Pitman and the London Chamber of Commerce and Industry or other training desirable or equivalent experience.
- Minimum two years previous experience working with management teams.
- Willingness to learn and grow within the organisation.

**Leadership**
- Ability to self-motivate and manage complex workloads.
- Take the initiative and work collaboratively with your own and other teams.
- Interact with staff and colleagues from all levels.

**Health & Safety / Risk Management**
- The post-holder must comply at all times with all local Health and Safety policies, in particular by following agreed safe working procedures and reporting incidents using the organisations Incident Reporting System.
- The post-holder will comply with the Data Protection Act (1984).

**Equality & Diversity**
- The post-holder must co-operate with all policies and procedures designed to ensure equality of employment. Co-workers, patients and visitors must be treated equally irrespective of gender, ethnic origin, age, disability, sexual orientation, religion etc.

**Patient Confidentiality**
- The post holder must at all times respect patient confidentiality and, in particular, the confidentiality of electronically stored personal data in line with the requirements of the Gener