Business Support Administrator

The Private Healthcare Information Network (PHIN) is a small, independent, not-for-profit that exists to support patient choice and to provide data that helps drive improvement across private healthcare.

PHIN has a high-profile and important UK wide role but remains a small team where everyone's personal contribution is visible and matters.

**Overview of the role**

The role of Business Support Administrator is a central role within the Corporate Services Team at PHIN, reporting into our Director of People & Process (Company Secretary/SIRO).

You will provide support to the Chief Executive (CE), Director of People & Process (DPP) and Finance & Commercial Director in all aspects of their work. You will provide occasional support to the wider Leadership Team too. You will also manage the office supplies and facilities and help to ensure the efficient and effective day-to-day operations of our working environment.

**This is a predominately office-based role **but there is some flexibility for working from home days as agreed with the DPP.

**Key deliverables**

**General Office Functions and Facilities Coordination**
- Answer the main organisation number: direct calls, answer queries and take and relay messages, including from external call service.
- Ensure the office is tidy, presentable and well stocked.
- Maintain stationery supplies, including ordering and monitoring of supplies, coordinating equipment orders/returns and couriers.
- Maintain an effective booking system (Smartway2Book) for the organisation’s meeting rooms and for hybrid working hot desk allocation.
- Assist the DPP with the management of supplier relationships and act as the liaison point with Landlord, contractors and service providers.:

- Assist with administration of the Health and Safety policies, procedures and processes including being a fire marshal and first aider.
- Managing diaries and arranging meetings and events (e.g., Board, Committees, external Work Groups/Partnerships) in liaison with the lead member of staff, to include, as appropriate, setting up audio visual equipment, organising refreshments and clearing rooms afterwards.
- Administer travel arrangements, including planning and booking.
- Note taking for internal meetings on request and keeping a log of key actions and discussions from Leadership Team daily stand ups.
- Develop, maintain and review administrative processes and office systems to achieve maximum efficiency.
- Support preparation for ISO27001 accreditation audits, internal audits and business continuity exercises
- Support the HR Administrator and DPP to create reports for Chief Executive, Leadership team and PHIN Board

**Assisting the Chief Executive**
- Own and proactively manage the Chief Executive’s diary and organizing meetings and appointments, both internally and externally.
- Prepare papers to assist with the meetings as required
- Keep track and help prioritize important tasks and deadlines
- Assist with planning and executing internal and external events and large meetings

**Assisting the Director of People and Process (CoSec/SIRO)**
- In collaboration with the HR Administrator set up new employees on office systems, liaise with the Kings Fund building services team, source and arrange delivery (or collection) of equipment, and administrative onboarding activities including health and safety inductions.
- Support the Information Governance & Security processes by managing the Company policies master list and ensuring that policies are reviewed and updated on time
- Shared responsible with the HR Administrator for managing the policies register ensuring publication on Breathe and Teams, tracking read receipts, to ensure PHIN meets compliance with ISO27001 objectives.

**Assisting the Financial and Commercial Director**
- Managing day-to-day financial processes (e.g., collating and processing expenses, supplier invoice processing, supplier purchase order requests, and credit card spend and reconciliations)
- Maintain the supplier invoice appraisal process and liaise with outsourced accounting suppliers
- Support the debt management process

**Meetings**
- Work with the Chief Executive and Company Secretary to assist with arrangements for Members Meeting and AGM preparations
- Administration support for Information Security Management Team (ISMT) meetings including arranging meetings, publishing agendas, ensuring all papers are submitted in time for the meetings

**Essential skills and experience**

To be successful in this role, you will have a proactive approach, excellent organisational and communication skills, strong IT skills and typing skills, attention to detail and the ability to manage your own workload. You will also build strong relationships with the team and external stakeholders.
- Experience of providing administrative support to an organisation and or leadership team
- Experience of managing key suppliers and delivering high quality office services
- Experience of processi