Job summary
A rare and exciting opportunity has arisen for an enthusiastic and highly motivated individual to join the Corporate Governance Team in a critical role as a Business Support Officer.
As Business Support Officer you will be responsible for providing efficient, effective and timely administrative and secretarial support to the Deputy Chief Nurse and Chief Allied Health Professional (AHP); be responsible for a full range of duties; and is expected to maintain complete confidentiality and to represent the Trust in a professional, efficient and courteous manner at all times.
Main duties of the job
- To provide a first-class effective and efficient Business Support service to Deputy Chief Nurse and Director of AHP, such that they can focus on their key responsibilities
- To manage own workload efficiently and effectively in order to provide a comprehensive, high quality service
- To work in a highly professional manner, maintaining diplomacy and confidentiality at all time
- Liaise closely with staff of all grades across the Trust, as appropriate, to support the Deputy Chief Nurse and Director of AHP in their work
- To support/cover for the Exec Assistant Team as and when required
About us
Cambridgeshire & Peterborough NHS Foundation Trust is a health & social care organisation dedicated to providing high quality care with compassion to improve the health & wellbeing of the people we care for, as well as supporting & empowering them to lead a fulfilling life.
Our clinical teams deliver many NHS services not only via inpatient and primary care setting but also with the community. These services include Children, Adult & Older Peoples mental & physical health, Forensic & Specialist mental health, Learning Disabilities, Primary Care & Liaison psychiatry, Substance misuse, Social care, Research & Development.
To achieve our goal, we look to recruit high calibre candidates that share our vision & values. As an equal opportunities employer, we encourage applications from all sectors of the community, particularly from under-represented groups including disabled people & members of our ethnic minorities & LGBTQ+ communities.
For further information on CPFT please visit our website www.cpft.nhs.uk
Job description
Job responsibilities
Please refer to the job description and person specification for a full list of duties
- To organise/prioritise mail and acknowledge/redirect appropriately ensuring that documents are distributed and information disseminated to appropriate persons within the Trust
- To undertake support for any project work for Deputy Chief Nurse and Director of AHP as required including locating and retrieving appropriate information, preparing presentation material as necessary and ensuring all equipment is available at the venue
- Receive telephone calls and email correspondence on behalf of the Deputy Chief Nurse and Director of AHP, proactively escalating where necessary
- Overseeing emails for Deputy Chief Nurse and Director of AHP ensuring these are directed appropriately and followed up to ensure action is taken where necessary
- To organise national and international travel arrangements and hotel accommodation
- Operate a comprehensive bring forward system including chasing responses on actions and the retrieval of appropriate paperwork
- Working to tight deadlines and managing workload
- Dealing with patients and their relatives on the telephone on an occasional basis with regards to complaints and comments regarding their care
- To support managers and clinical staff with all aspects of the recruitment of clinical staff in line with the recruitment processes. Including the preparing of recruitment documents/advert and submitting to panel as and when necessary
- Maintain annual leave/MAPS records
- To organise and manage the Deputy Chief Nurse and Director of AHPs diaries in a proactive manner to make maximum use of time, prioritising and rescheduling as necessary
- Communicate diary information to others as appropriate including annual leave and cover arrangements
- Ensuring all relevant information regarding meetings ie. attendees, venues, papers etc are ready in good time for the Deputy Chief Nurse and Director of AHPs attention
- Ensuring annual leave for staff directly reporting to Deputy Chief Nurse and Director of AHP is recorded effectively. Planning appropriately for seasonal periods ie. Easter/Christmas
Job description
Job responsibilities
Please refer to the job description and person specification for a full list of duties
- To organise/prioritise mail and acknowledge/redirect appropriately ensuring that documents are distributed and information disseminated to appropriate persons within the Trust
- To undertake support for any project work for Deputy Chief Nurse and Director of AHP as required including locating and retrieving appropriate information, preparing presentation material as necessary and ensuring all equipment is available at the venue
- Receive telephone calls and email correspondence on behalf of the Deputy Chief Nurse and Director of AHP, proactively escalating where necessary
- Overseeing emails for Deputy Chief Nurse and Director of AHP ensuring these are directed appropriately and followed up to ensure action is taken where necessary
- To organise national and international travel arrangements and hotel accommodation
- Operate a comprehensive bring forward system including chasing responses on actions and the retrieval of appropriate paperwork
- Working to tight deadlines and managing workload
- Dealing with patients and their relatives on the telephone on an occasional basis with regards to complaints and comments regarding their care
- To support managers and clinical staff with all aspects of the recruitment of clinical staff in line with the recruitment processes. Including the preparing of recruitment documents/advert and submitting to panel as and when necessary
- Maintain annual leave/MAPS records
- To organise and manage the Deputy Chief Nurse and Director of AHPs diaries in a proactive manner to make maximum use of time, prioritising and rescheduling as necessary
- Communicate diary information to others as appropriate including annual leave and cover arrangements
- Ensuring all relevant information regarding meetings ie. attendees, venues, papers etc are ready in good time for the Deputy Chief Nurse and Director of AHPs attention
- Ensuring annual leave for staff directly reporting to Deputy Chief Nurse and Director of AHP is recorded effectively. Planning appropriately for seasonal periods ie. Easter/Christmas
Person Specification
Education / Qualification
Essential
- Vocational Qualification Level 3 or relevant experience
Experience
Essential
- Knowledge and experience to deal with non-routine issues such as problem solving for an area of work
- Exposure to the demands of working in a complex, fast evolving organisation
Desirable
- Experience in a similar role working for director role
- Experience managing a busy diary, resolving conflicts and prioritising commitments
Knowledge & Skills
Essential
- Ability to use various Microsoft office packages to a high level including: Word, Outlook, PowerPoint and Excel
- Strong verbal and written communication skills
- Ability to work autonomously using own initiative
- Ability to manage a busy and varied workload with minimal reference ensuring all work is completed in a timely manner and to a high standard
Other
Essential
- Thorough understanding of confidentiality
- Recognise peoples right to privacy and dignity, treating every person with respect
Desirable
- Proven experience in prioritising workload for Director level to ensure priorities are flagged up
Person Specification
Education / Qualification
Essential
- Vocational Qualification Level 3 or relevant experience
Experience
Essential
- Knowledge and experience to deal with non-routine issues such as problem solving for an area of work
- Exposure to the demands of working in a complex, fast evolving organisation
Desirable
- Experience in a similar role working for director role
- Experience managing a busy diary, resolving conflicts and prioritising commitments
Knowledge & Skills
Essential
- Ability to use various Microsoft office packages to a high level including: Word, Outlook, PowerPoint and Excel
- Strong verbal and written communication skills
- Ability to work autonomously using own initiative
- Ability to manage a busy and varied workload with minimal reference ensuring all work is completed in a timely manner and to a high standard
Other
Essential
- Thorough understanding of confidentiality
- Recognise peoples right to privacy and dignity, treating every person with respect
Desirable
- Proven experience in prioritising workload for Director level to ensure priorities are flagged up
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).
