Great Western Hospitals NHS Foundation Trust

Business Support Coordinator

Information:

This job is now closed

Job summary

As part of the team, you will play a vital role in ensuring the smooth operation of administrative processes. From managing resources and recruitment to overseeing performance management and training. Collaboration with the Community Equipment Service is integral, involving tasks such as database maintenance, order management, and ensuring Key Performance Indicators are met. Additionally, you'll serve as a System One/Procloud 'Super User', producing reports, overseeing audits, and handling customer feedback. This role provides an opportunity to contribute directly to the delivery of quality services while promoting a culture of excellence and continuous improvement.

Main duties of the job

  • Develop and create effective, robust processes for the administration support function and review where necessary to ensure they continue to be fit for purpose in conjunction with the services.
  • Develop, implement, and monitor changes to administrative processes to ensure complex work is covered and working at full capacity/efficiency including liaison with the wider multi-disciplinary team.
  • To manage the use of resources, including staff, within the administration support function ensuring a comprehensive service is provided to all practitioners and users that meets their needs as far as possible.
  • Participate in the recruitment of Administration Support Staff, including shortlisting, interviewing, and appointing new staff members. Responsible for induction and training of all administration support staff.

About us

Our STAR values are at the heart of everything we do. You can expect to see them in the way we act and the way we treat each other. Our values make us who we are.

Service We will put our patients firstTeamwork We will work togetherAmbition We will aspire to provide the best serviceRespect We will act with integrity

Details

Date posted

28 March 2024

Pay scheme

Agenda for change

Band

Band 4

Salary

£25,147 to £27,596 a year per annum

Contract

Permanent

Working pattern

Full-time

Reference number

249-6056048

Job locations

Multiple site locations within Swindon. Primarily based at Orbital

The Orbital 1st Floor North Swindon District Centre Thamesdown Drive

Swindon

SN25 4AN


Job description

Job responsibilities

  • Ensure full cover requirements of the Administration support function are met including allocation of tasks and staff.
  • Provide effective performance management, personal and team development for the Administration Support team in liaison with business objectives and supervision including 1:1s and appraisals. Ensuring all mandatory training is completed in a timely fashion.
  • To manage the HR administration processes for the whole team in terms of sickness absence, annual leave requests, statutory and mandatory training, and cover arrangements. Finalise Health Roster shifts for the administration support team.
  • Collaborate closely with the Community Equipment Service by offering crucial administrative support. This includes maintaining accurate databases, managing orders, and ensure that delivery, collection, and repair task Key Performance Indicators (KPIs) are achieved. Act as the primary liaison for ICES personnel, aiding in the coordination of training events, and ensuring compliance with local policies and procedures regarding equipment prescriptions.

Please see the attached job description for full information

Job description

Job responsibilities

  • Ensure full cover requirements of the Administration support function are met including allocation of tasks and staff.
  • Provide effective performance management, personal and team development for the Administration Support team in liaison with business objectives and supervision including 1:1s and appraisals. Ensuring all mandatory training is completed in a timely fashion.
  • To manage the HR administration processes for the whole team in terms of sickness absence, annual leave requests, statutory and mandatory training, and cover arrangements. Finalise Health Roster shifts for the administration support team.
  • Collaborate closely with the Community Equipment Service by offering crucial administrative support. This includes maintaining accurate databases, managing orders, and ensure that delivery, collection, and repair task Key Performance Indicators (KPIs) are achieved. Act as the primary liaison for ICES personnel, aiding in the coordination of training events, and ensuring compliance with local policies and procedures regarding equipment prescriptions.

Please see the attached job description for full information

Person Specification

Education

Essential

  • GCSE Maths and English at grade C or above or equivalent or compensatory experience.
  • NVQ Level 3 in Business Administration/Customer Care or equivalent or compensatory experience.

Experience

Essential

  • Substantial experience in a busy admin environment
  • Experience of managing a team
  • Experience of dealing with customer complaints
  • Experience of using an electronic medical records system
  • Experience in co-ordinating meetings/events.
  • Experience of work allocation and supervision of staff

Desirable

  • Experience of coaching/mentoring either internally or externally
  • Experience of running a reception function
  • Experience of managing clinic rotas

Knowledge

Essential

  • Demonstrate a flexible and adaptable approach to workload management.
  • Ability to manage and empower team members to develop on an individual and team basis.
  • Be able to prioritise own workload and remain calm under pressure
  • Innovative and effective in problem solving and service delivery improvements.
  • Ability to demonstrate a good working knowledge of IT including Word, Excel and email

Desirable

  • Demonstrate an understanding of a health and social care setting
  • Ability to demonstrate delegation skills
  • Understand health and safety responsibilities within the work environment and when dealing with service users
Person Specification

Education

Essential

  • GCSE Maths and English at grade C or above or equivalent or compensatory experience.
  • NVQ Level 3 in Business Administration/Customer Care or equivalent or compensatory experience.

Experience

Essential

  • Substantial experience in a busy admin environment
  • Experience of managing a team
  • Experience of dealing with customer complaints
  • Experience of using an electronic medical records system
  • Experience in co-ordinating meetings/events.
  • Experience of work allocation and supervision of staff

Desirable

  • Experience of coaching/mentoring either internally or externally
  • Experience of running a reception function
  • Experience of managing clinic rotas

Knowledge

Essential

  • Demonstrate a flexible and adaptable approach to workload management.
  • Ability to manage and empower team members to develop on an individual and team basis.
  • Be able to prioritise own workload and remain calm under pressure
  • Innovative and effective in problem solving and service delivery improvements.
  • Ability to demonstrate a good working knowledge of IT including Word, Excel and email

Desirable

  • Demonstrate an understanding of a health and social care setting
  • Ability to demonstrate delegation skills
  • Understand health and safety responsibilities within the work environment and when dealing with service users

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.

Certificate of Sponsorship

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.

Certificate of Sponsorship

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).

Employer details

Employer name

Great Western Hospitals NHS Foundation Trust

Address

Multiple site locations within Swindon. Primarily based at Orbital

The Orbital 1st Floor North Swindon District Centre Thamesdown Drive

Swindon

SN25 4AN


Employer's website

https://www.gwh.nhs.uk/ (Opens in a new tab)

Employer details

Employer name

Great Western Hospitals NHS Foundation Trust

Address

Multiple site locations within Swindon. Primarily based at Orbital

The Orbital 1st Floor North Swindon District Centre Thamesdown Drive

Swindon

SN25 4AN


Employer's website

https://www.gwh.nhs.uk/ (Opens in a new tab)

Employer contact details

For questions about the job, contact:

ICES and Wheelchair Service Manager

Rob Harper

robert.harper1@nhs.net

01793464777

Details

Date posted

28 March 2024

Pay scheme

Agenda for change

Band

Band 4

Salary

£25,147 to £27,596 a year per annum

Contract

Permanent

Working pattern

Full-time

Reference number

249-6056048

Job locations

Multiple site locations within Swindon. Primarily based at Orbital

The Orbital 1st Floor North Swindon District Centre Thamesdown Drive

Swindon

SN25 4AN


Supporting documents

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