Job summary
The East of England Regional Operation Centre (ROC) has an exciting opportunity for a Business Support Officer to work as part of a dynamic team in delivering an effective service supporting programmes and directorates across the organisation.
The ROC started out life as a 24/7/365 Incident Coordination Centre (ICC) to support the NHS response to Covid-19 and is now moving through a transitional phase to become a permanent structure within the region and this role is integral to this development. The role will be predominantly based in Fulbourn, Cambridge with the opportunity for occasional homeworking. This is a short term vacancy until 31 October 2023 due to recruitment controls, with the potential for extension and move to permanent role.
For an informal discussion please email:
Helen Adkins, Regional Operation Centre Manager, helen.adkins2@nhs.net
Main duties of the job
In particular the post holder will be responsible for:
- Scheduling calls and meetings
- Supporting the development and issue of meeting agendas
- Minute and action taking
- Circulating and overseeing the completion of actions
- Updating central logs with progress status
- Monitoring the central inbox
- Cascading of information
About us
The NHS Long Term Plan focuses on delivering integrated care to patients at the local level and we can best support the NHS to deliver this as a single integrated organisation.
Our new operating model represents a strong shift to regional delivery supported by expert corporate teams. Local health systems are supported by our integrated regional teams who play a major leadership role in the geographies they manage.
We are jointly committed to creating and maintaining a fair and supportive working environment and culture, where contributions are fully recognised and valued by all and staff feel empowered to carry out their duties to the best of their abilities. As employers we are committed to promoting and protecting the physical and mental health and well-being of all our staff. This underpins our values as set out in the NHS Constitution, supports us to be an Employer of Choice and ultimately enables our employees to support the effective care of our patients.
Job description
Job responsibilities
- Assist in the planning, organisation and management of support to systems by the team. This may include scheduling calls and meetings, supporting the development and issue of meeting agendas, minute and action taking, circulating and overseeing the completion of actions and updating central logs with progress status.
- Supporting the management of publicity and development of materials and documents ensuring effective file management and version control of updated documents, uploading of materials to online sharing platforms such as MS TEAMS, SharePoint and updating collaboration network areas.
- Managing queries received into the team via the team mailbox, redirecting queries and ensuring the issue of timely responses and developing a set of frequently asked questions and answers.
- Provide high quality administrative and business support.
- Work with the wider team to redirect requests or enquiries as appropriate.
- Handling sensitive and confidential information on behalf of senior leaders maintaining confidentiality, tact and discretion at all times.
- Maintaining effective electronic and paper filing systems.
- Preparing reports, agendas, minutes, and similar documents.
- Undertaking tasks as required by the Regional Operation Centre Manger
- Provide timely and accurate information and documentation to enable to effective operation of the ROC
- Acting as the point of contact for incoming telephone calls, email and other communications into the ROC and ensuring that information is triaged and forwarded to the relevant team for input
- Working closely with other teams within the ROC and providing business support as required
Job description
Job responsibilities
- Assist in the planning, organisation and management of support to systems by the team. This may include scheduling calls and meetings, supporting the development and issue of meeting agendas, minute and action taking, circulating and overseeing the completion of actions and updating central logs with progress status.
- Supporting the management of publicity and development of materials and documents ensuring effective file management and version control of updated documents, uploading of materials to online sharing platforms such as MS TEAMS, SharePoint and updating collaboration network areas.
- Managing queries received into the team via the team mailbox, redirecting queries and ensuring the issue of timely responses and developing a set of frequently asked questions and answers.
- Provide high quality administrative and business support.
- Work with the wider team to redirect requests or enquiries as appropriate.
- Handling sensitive and confidential information on behalf of senior leaders maintaining confidentiality, tact and discretion at all times.
- Maintaining effective electronic and paper filing systems.
- Preparing reports, agendas, minutes, and similar documents.
- Undertaking tasks as required by the Regional Operation Centre Manger
- Provide timely and accurate information and documentation to enable to effective operation of the ROC
- Acting as the point of contact for incoming telephone calls, email and other communications into the ROC and ensuring that information is triaged and forwarded to the relevant team for input
- Working closely with other teams within the ROC and providing business support as required
Person Specification
Qualifications
Essential
- Educated to NVQ Level 4 in a relevant or subject or equivalent level of qualification or significant equivalent previous proven experience
Knowledge and Experience
Essential
- Significant administrative experience including initiating and maintaining office systems
- Good knowledge of IT systems and software programmes such as Outlook, Word, Excel, PowerPoint, MS Teams and Access
Skills
Essential
- Ability to work at significant pace, in a high-pressure environment
- Commitment to work as part of a team and understanding team dynamics
- Minute taking
Values and Behaviours
Essential
- Commitment to and focused on quality, promotes high standards in all they do
- Understanding of and commitment to equality of opportunity and good working relationships
Person Specification
Qualifications
Essential
- Educated to NVQ Level 4 in a relevant or subject or equivalent level of qualification or significant equivalent previous proven experience
Knowledge and Experience
Essential
- Significant administrative experience including initiating and maintaining office systems
- Good knowledge of IT systems and software programmes such as Outlook, Word, Excel, PowerPoint, MS Teams and Access
Skills
Essential
- Ability to work at significant pace, in a high-pressure environment
- Commitment to work as part of a team and understanding team dynamics
- Minute taking
Values and Behaviours
Essential
- Commitment to and focused on quality, promotes high standards in all they do
- Understanding of and commitment to equality of opportunity and good working relationships
Additional information
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).
