Southern Health NHS Foundation Trust

Business Support Administrator

Information:

This job is now closed

Job summary

Would you like to be part of a dedicated team committed to making a difference to people's lives to enjoy a better future?

An opportunity has arisen for a Business Support Administrator to join the Southampton Division within Southern Health NHS Foundation Trust. The post holder will provide administrative support to two directors and play a key role in supporting them to achieve their objectives.

About you:

You would have good communication skills, an administrative background and experience of working with directors/senior personnel is desirable. You will be able to work independently, demonstrable organisational and robust time management skills. We are looking for an individual who is committed to working with a range of professionals, our diverse multi-cultural community and can link with colleagues across the Trust.

The successful post holder will be involved in many upcoming transformation projects, providing a unique opportunity of exposure to the wider service and self-development.

As part of the wider administrative support team within Antelope House, you will also contribute to team development, sharing of skills and best practice.

What we can offer you:

We can offer you flexibility of working from home or in the office. A range of training options such as in house, external or apprenticeships available to all staff. We would welcome applicants who would consider job share.

Development opportunities

Annual leave starting at 27 days per year

Free on-site parking

Pension scheme

Main duties of the job

To support the Divisional Director of Operations and Medical Director (Southampton) in all aspects of business management activity relating to functions and responsibilities, including the development and management of a comprehensive and efficient PA support service to the Heads of Operations.

Previous experience of working in an NHS or other health setting, proficiency in the use of RiO, (or other electronic record keeping system) extrapolation and interpretation of data from Tableau or similar and experience of managing E-rostering responsibilities would be advantageous but not essential as training can be provided.

About us

Are you committed to providing remarkable care and service?

Are you passionate about helping people and want to make a difference every day?

We want to meet you!

Southern Health is one of the largest Foundation Trusts in the UK, specialising in mental health, adult and child community health and learning disabilities. We are committed to promoting the welfare and safeguarding of children, young people and adults at risk of abuse and neglect through our 6,500 strong workforce.

Southern Health has over 300 sites across the county and we serve 1.5 million people throughout all stages of their lives. Our aim is to work alongside the people we support (and our health and care partners) to deliver the best possible care and constantly improve.

Here at SHFT we have so much to be proud of:

  • Working as a team and supporting each other, we put patients and our staff at the heart of everything we do.
  • We have a skilled and diverse workforce and are committed to our staff development, offering bespoke training packages, leadership pathways and career opportunities.
  • We offer a variety of benefits such as an amazing pension scheme, generous annual leave, Childcare Choices scheme, many discounts (Blue Light card, The Company Shop, NHS Staff Discounts, cycle to work scheme) and much more.

Come to work with us, together we will provide outstanding treatment and care to improve lives.

Details

Date posted

26 October 2022

Pay scheme

Agenda for change

Band

Band 4

Salary

£23,949 to £26,282 a year

Contract

Permanent

Working pattern

Full-time

Reference number

348-SOU-N-560C

Job locations

Antelope House

Brintons Terrace

Southampton

Hampshire

SO14 0YG


Job description

Job responsibilities

Provide a comprehensive and efficient business support service to the H Divisional Director of Operations and Medical Director (Southampton). The post holder will be required to work autonomously without direct supervision and with the immediate oversight and control of their work.

To take a lead in developing and co-ordinating the key areas of business for the named individuals within the Southampton Division by being proactive in ensuring relevant information is obtained, organised and collated in timely manner.

To manage the diaries of the named individuals within the Southampton Division. To exercise judgement and discretion in the day to day handling, monitoring and filtering appointments, enquiries and office time and act proactively where potential clashes/pressures are identified.

To prepare, on own initiative, agendas and taking formal minutes at specified meetings as required. Ensure that agendas and minutes are distributed in a timely fashion, that actions are followed up on and that the relevant paperwork is available prior to the meeting.

To provide line management to include supervision, appraisals and workload allocation of the secretaries as required.

Plan and organise conferences, meetings and development events including Away Days and any special events as required by named individuals.

Set up office systems, databases and procedures to ensure that all documents can be retrieved easily. Ensuring that all papers are available for meetings as appropriate.

Acknowledge, compile and type all correspondence and reports generated by the named individuals and drafting responses as appropriate.

Convert tabular information into a spreadsheet and graphical format and administer any relevant databases.

To receive telephone calls, emails and visitors and deal with where possible using a measure of independent judgment and initiative and ensure messages are correctly transcribed and relayed in a timely matter.

Ensure distribution of relevant information as and when required on behalf of the named individuals.

Job description

Job responsibilities

Provide a comprehensive and efficient business support service to the H Divisional Director of Operations and Medical Director (Southampton). The post holder will be required to work autonomously without direct supervision and with the immediate oversight and control of their work.

To take a lead in developing and co-ordinating the key areas of business for the named individuals within the Southampton Division by being proactive in ensuring relevant information is obtained, organised and collated in timely manner.

To manage the diaries of the named individuals within the Southampton Division. To exercise judgement and discretion in the day to day handling, monitoring and filtering appointments, enquiries and office time and act proactively where potential clashes/pressures are identified.

To prepare, on own initiative, agendas and taking formal minutes at specified meetings as required. Ensure that agendas and minutes are distributed in a timely fashion, that actions are followed up on and that the relevant paperwork is available prior to the meeting.

To provide line management to include supervision, appraisals and workload allocation of the secretaries as required.

Plan and organise conferences, meetings and development events including Away Days and any special events as required by named individuals.

Set up office systems, databases and procedures to ensure that all documents can be retrieved easily. Ensuring that all papers are available for meetings as appropriate.

Acknowledge, compile and type all correspondence and reports generated by the named individuals and drafting responses as appropriate.

Convert tabular information into a spreadsheet and graphical format and administer any relevant databases.

To receive telephone calls, emails and visitors and deal with where possible using a measure of independent judgment and initiative and ensure messages are correctly transcribed and relayed in a timely matter.

Ensure distribution of relevant information as and when required on behalf of the named individuals.

Person Specification

Qualifications

Essential

  • *RSA III or Word Processing or experience to produce documents to this standard
  • *High level of knowledge equivalent to Senior Secretarial
  • *Certificate/Diploma or equivalent practical experience
  • *English Language GCSE or equivalent
  • *Maths GCSE or equivalent experience
Person Specification

Qualifications

Essential

  • *RSA III or Word Processing or experience to produce documents to this standard
  • *High level of knowledge equivalent to Senior Secretarial
  • *Certificate/Diploma or equivalent practical experience
  • *English Language GCSE or equivalent
  • *Maths GCSE or equivalent experience

Employer details

Employer name

Southern Health NHS Foundation Trust

Address

Antelope House

Brintons Terrace

Southampton

Hampshire

SO14 0YG


Employer's website

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

Employer details

Employer name

Southern Health NHS Foundation Trust

Address

Antelope House

Brintons Terrace

Southampton

Hampshire

SO14 0YG


Employer's website

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

Employer contact details

For questions about the job, contact:

Hiring Manager

Yvette Barrington

yvette.barrington@southernhealth.nhs.uk

Details

Date posted

26 October 2022

Pay scheme

Agenda for change

Band

Band 4

Salary

£23,949 to £26,282 a year

Contract

Permanent

Working pattern

Full-time

Reference number

348-SOU-N-560C

Job locations

Antelope House

Brintons Terrace

Southampton

Hampshire

SO14 0YG


Supporting documents

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