Business Support Officer

An exciting opportunity has arisen for a Business Support Officer within Infection Prevention and Control Team at the Welsh Ambulance Service Trust.
The post holder as an integral part of the team will work alongside the multi-disciplinary team and will report to the Head of Infection Prevention and Control.
The Business Support Officer will be the first point of contact within the IPC department for information from both internal and external stakeholders.

The post holder will provide and receive routine and sometimes contentious requests for information from within the Trust, host organisations and external sources, and answer queries via telephone, in person or electronically, ensuring accurate and timely information is recorded and communicated as appropriate, using tact and diplomacy to follow a specific course of action to resolve their query.

The post holder will be responsible for diary co-ordination of the Senior Management Team, arrange meetings and make appointments; book meeting rooms, set up electronic equipment utilising Trust equipment, and co-ordinate, if required, the provision of refreshments. This may require the negotiation and prioritisation of other meetings to ensure meeting rooms/video links are available.

The role can be performed both remotely and/or office based, the working hours can be flexible e.g. school hours, if the needs of the service are met.

A full list of duties can be found in the Job Description and Person Specification.

The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.

RemarkablePeople

Our workforce is made up of over 4,000 remarkable people who contribute to the delivery of world-class patient care across Wales, 24 hours a day, 365 days a year. Whether you work in a patient-facing role or within our range of support services, the work that you do enables us to provide high quality care, wherever and whenever we’re needed.

Careers within the Welsh Ambulance Services NHS Trust are diverse and varied, with opportunities arising right across the service. Whatever your skills and background, you’re sure to find a career with us which is fulfilling, challenging, and rewarding.

To arrange and coordinate meetings/virtual meetings.

To be responsible for the distribution of agendas and meeting papers.

To take minutes of meetings and transcribe them into formal minutes or action notes, as required.

To produce a wide variety of documents such as reports, presentations and spreadsheets, and other supplementary administrative services, such as photocopying, faxing, shredding, distribution of mail, establishing shared folders and formatting documents.

To undertake general filing and maintain an organised, confidential paper-based and electronic filing system in accordance with the Records Management Policy.

To maintain an efficient brought forward systeM/Flagging system.

To update personal files with annual leave/sickness/study leave/on-call and any additional documentation as appropriate utilising Trust systems (e.g. ESR).

To arrange/co-ordinate/book and receipt travel and accommodation bookings.

To be aware of relevant procedures and practices, and act in accordance with them as appropriate.

To comply with policies for own work area and propose any changes to working practices or procedures to improve the efficiency of the office.

To monitor and order goods/stock from agreed point/supplier on a regular basis, raising or passing on full instructions for the raising of a requisition order, if appropriate; and to distribute or place received goods/stock in accordance with office practice.

To collate monthly timesheets and verify submissions and forward to the relevant Manager within agreed timescale, ensuring time sheets are completed in line with Trust policy.

To check expense claim forms and On-Call forms ensuring they meet the level of scrutiny required and forward them to appropriate departments.

To participate in the Trust’s appraisal programme.

To attend and participate in the Team meetings and any training events deemed appropriate.

To act independently within occupational guidelines, but with guidance or supervision, and within agreed timescales.

To book internal and external training events.

To provide cover for colleagues within the Directorate during periods of absence such as annual leave, training or sickness absence.

To undertake any other duties deemed appropriate which is commensurate with the grade.

To be responsible for the electronic maintenance of invoices if appropriate.

To record and monitor Study Leave Applications, through ESR.

Assist with maintaining information on the IPC webpage.

To forward immediately any complaints received to the Line Manager