Job summary
The post-holder is responsible for ensuring that the Associate Director of Operational Estates and Senior Operations Managers receive a comprehensive and high-quality business management, administrative and secretarial support service.
This will require (a) overseeing the management of all communications and correspondence coming into and going out of the office, (b) coordinating all the activities of the Associate Director of Operational Estates in line with the day-to-day operational running of the Estates' teams, ensuring that all targets, deadlines and objectives are delivered as appropriate and achieving the performance standards in line with the Trust requirements (c) supporting the Associate Director of Operational Estates in maintaining proactive communications (d) overseeing the work of other administrative/secretarial staff and (e) overseeing and management of the team budgets for the Operational Estates office.
Support the Senior Quality Manager to deliver the Patient First programme.
The Business Manager will carry a high level of delegated responsibility in managing their own work and coordinating that of others. He/she will operate with a high degree of autonomy and be expected to use their own initiative in acting on behalf of the Associate Director of Operational Estates.
Main duties of the job
Co-ordinate all the activities of the Associate Director of Operational Estates in line with the in line with the day-to-day operational running of the Estates' teams, ensuring that all targets, deadlines and objectives are delivered as appropriate, achieving performance standards in line with the Trust requirements. This will involve attending and updating the bi-weekly meetings of the Estates Leadership team and acting as secretariat for the UHD Estates Health & Safety including Compliance quarterly meeting - ensuring that there is effective co-ordination between the work of the Strategy & Transformation directorate teams.
Ensure that the Associate Director of Operational Estates is kept appropriately briefed with regards to changing/conflicting priorities, and emerging issues that need attention.
Oversee the production of the regular Associate Director of Operational Estates reports for the quarterly Trust Health & Safety Group, Infection Prevention & Control Committee and the Finance Performance Committee meetings.
Deal with complaints and concerns on behalf of the Associate Director of Operational Estates, ensuring that these are all managed in line with the Trust policy.
Manage the FoI requests and responses for the department, in line with the Trust policy.
Project manage designated initiatives on behalf of the Associate Director of Operational Estates.
About us
Our values define who we are as #TeamUHD. They underpin everything we do now and in the future. They define how we treat our patients, visitors, and each other, our valued teammates and colleagues.
UHD are investing in services across the Trust, with many being transformed and developed following merger and the New Hospital Programme.
This means that some services may move site this year or next, either temporarily or long term. Recruiting Managers interviewing for this role will be happy to answer any specific questions that you have about this at interview.
This post is part of the Estates service that UHD may transfer to an NHS 'wholly owned subsidiary'; the proposed date of transfer is October 2025. This is an exciting opportunity to join a developing, expanding, organisation with a strong commitment to NHS values and putting patients first. The NHS wholly owned subsidiary will continue to offer NHS AFC T&Cs to current employees who transfer in October as well as to new employees recruited after that date.
Please note if the role or service is relocated as part of a planned move, employees will not be eligible for excess mileage reimbursement. Travel from the postholder's home to the new work base will be considered a normal commute. Any other changes not related to this relocation will be managed according to the relevant Trust or National terms and conditions.
Job description
Job responsibilities
Please refer to the attached job description and person specification for full details of this role, please use contact details provided
Job description
Job responsibilities
Please refer to the attached job description and person specification for full details of this role, please use contact details provided
Person Specification
Qualifications
Essential
- oDegree qualification to post graduate diploma level or equivalent demonstrable experience
- oManagement qualification or evidence of on-going commitment to continuous professional development
Desirable
- oEvidence of continuing professional and personal development
Experience
Essential
- oDemonstrable recent experience in management role, including business planning, underpinned by theory
- oExperience in working with an Executive / senior staff in supporting significant organisational change and development programmes
- oExperience of processing and storing highly confidential and complex correspondence in a methodical, sensitive and secure way
- oExperience of supporting Boards and committees in a complex governing body environment
- oExperience of managing complex arrangements to a high degree of accuracy, timeliness and effectiveness
Desirable
- oPrevious experience working in a senior governance role in a large and/or complex organisation
- oPrevious line management experience
Technical Skills Competencies
Essential
- oEvidence of effectiveness in developing strong internal and external working relationships so as to achieve common goals involving others in discussions and decision making
- oAbility for frequent concentration for analysis, report writing, meetings etc with frequent disruptions to deal with service / operational issues
- oAbility to provide and receive highly complex sensitive or confidential information
- oEffective skills in dealing with contentious issues with discretion and in a confidential environment
Desirable
- oExperience using Trust / NHS systems
- oElectronic communication and information sharing skills e.g., Microsoft Teams
Knowledge
Essential
- oKnowledge and understanding of NHS and public sector organisational structures and roles, in particular of the responsibilities within the different Bands for Estates staff under the Agenda for Change and NHS job profiles.
- oEvidence of excellent written, verbal and presentation communication skills, effectively relaying and receiving complex information
- oAdvanced use of a range of computer software e.g. all Office 365 applications and virtual meeting Apps
Desirable
- oTechnical knowledge of NHS legislation, policies and guidelines
- oAn understanding of NHS regulatory and governance frameworks (including those specific to foundation trusts) and their impact on NHS organisations
- oKnowledge and experience of budget management
Other requirements specific to the role
Essential
- oAble to demonstrate high standards of efficient office practice
- oAble to manage stress and maintain resilience within a very busy, fast-paced environment
- oAble to react swiftly to changing priorities
- oAble to make decisions (within realms of responsibility) where there may be a number of courses of action
Desirable
- Able to deal with complaints
Person Specification
Qualifications
Essential
- oDegree qualification to post graduate diploma level or equivalent demonstrable experience
- oManagement qualification or evidence of on-going commitment to continuous professional development
Desirable
- oEvidence of continuing professional and personal development
Experience
Essential
- oDemonstrable recent experience in management role, including business planning, underpinned by theory
- oExperience in working with an Executive / senior staff in supporting significant organisational change and development programmes
- oExperience of processing and storing highly confidential and complex correspondence in a methodical, sensitive and secure way
- oExperience of supporting Boards and committees in a complex governing body environment
- oExperience of managing complex arrangements to a high degree of accuracy, timeliness and effectiveness
Desirable
- oPrevious experience working in a senior governance role in a large and/or complex organisation
- oPrevious line management experience
Technical Skills Competencies
Essential
- oEvidence of effectiveness in developing strong internal and external working relationships so as to achieve common goals involving others in discussions and decision making
- oAbility for frequent concentration for analysis, report writing, meetings etc with frequent disruptions to deal with service / operational issues
- oAbility to provide and receive highly complex sensitive or confidential information
- oEffective skills in dealing with contentious issues with discretion and in a confidential environment
Desirable
- oExperience using Trust / NHS systems
- oElectronic communication and information sharing skills e.g., Microsoft Teams
Knowledge
Essential
- oKnowledge and understanding of NHS and public sector organisational structures and roles, in particular of the responsibilities within the different Bands for Estates staff under the Agenda for Change and NHS job profiles.
- oEvidence of excellent written, verbal and presentation communication skills, effectively relaying and receiving complex information
- oAdvanced use of a range of computer software e.g. all Office 365 applications and virtual meeting Apps
Desirable
- oTechnical knowledge of NHS legislation, policies and guidelines
- oAn understanding of NHS regulatory and governance frameworks (including those specific to foundation trusts) and their impact on NHS organisations
- oKnowledge and experience of budget management
Other requirements specific to the role
Essential
- oAble to demonstrate high standards of efficient office practice
- oAble to manage stress and maintain resilience within a very busy, fast-paced environment
- oAble to react swiftly to changing priorities
- oAble to make decisions (within realms of responsibility) where there may be a number of courses of action
Desirable
- Able to deal with complaints
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
