Job summary
We are seeking an enthusiastic, motivated and hard-working team member to join our Business Operations Team within Innovation, Research and Life Science Strategy (IRLSS).
The postholder will provide an effective and efficient business support service to our Accelerated Access Collaborative Team and will be an active part of our Business Operation Team.
You will be expected to carry out duties in such a way to make a direct and positive contribution to the organisation of work and to assist the team to maximise the most effective use of their time.
This is a busy and varied role where no two days are the same. You will get immense job satisfaction with opportunities for continuing development, training and career progression.
Please note this job vacancy is based in either Wellington Place, Leeds LS1 4AP or Wellington House, London SE1 8UG.
Main duties of the job
- Assist in managing queries received in the shared mailbox, redirecting and ensuring the issue of timely responses and developing a set of frequently asked questions and answers.
- Assist the planning and organisation of business support, including scheduling and supporting meetings, action taking, creating agendas & presentations, circulating and overseeing the completion of actions and updating central logs with progress status.
- Supporting programme reporting including managing the completion of, and consolidating, team updates, managing information returns and undertaking analysis to meet reporting update requests.
- Supporting the management and engagement of events (virtual & face-to-face).
- Supporting the management of programme materials including ensuring effective records management, uploading materials to online sharing platforms and maintenance of these materials/platforms, registration of new users to sharing platforms, effective maintenance and updating of collaboration network areas.
- Sourcing of goods and services required by the team including through Purchase Order and invoice processing in accordance with NHS England Standing Financial Instructions.
- Working collaboratively with peers to provide an effective support function.
- Provide Business Support within our Private Office function
- Travel & accommodation bookings
- Participate in and, where appropriate, lead on discrete projects.
- Supporting effective communication & stakeholder management.
About us
The NHS England board have set out the top-level purpose for the new organisation to lead the NHS in England to deliver high-quality services for all, which will inform the detailed design work and we will achieve this purpose by:
- Enabling local systems and providers to improve the health of their people and patients and reduce health inequalities.
- Making the NHS a great place to work, where our people can make a difference and achieve their potential.
- Working collaboratively to ensure our healthcare workforce has the right knowledge, skills, values and behaviours to deliver accessible, compassionate care
- Optimising the use of digital technology, research, and innovation
- Delivering value for money.
If you would like to know more or require further information, please visithttps://www.england.nhs.uk/.
Colleagues with a contractual office base are expected to spend, on average, at least 40% of their time working in-person.
Staff recruited from outside the NHS will usually be appointed at the bottom of the pay band.
NHS England hold a Sponsor Licence; this means that we may be able to sponsor you providing the Home Office requirements are met. To be eligible for sponsorship through the Skilled Worker route you'll usually need to be paid the 'standard' salary rate of at least £38,700 per year, or the 'going rate' for your job, whichever is higher. You can find more information on the Government website.
Job description
Job responsibilities
The post holder is a key member of the team whose overarching goal is to enable, promote and support the effective use of data, information, knowledge and technology to improve, inform and support a portfolio of projects, operational services, and initiatives.
Planning & Organising:
- Organise and manage documentation for meetings and events, including preparation of agendas and minutes of meetings, tracking actions and timeframes as appropriate.
- Organise and produce reports, papers, presentations and other similardocumentation in accordance with organisational timeframes.
- Daily planning of shared inbox ensuring requests are filtered and prioritised
- Support the management of activities, gathering information, updatingdocumentation and undertaking enquiries as necessary for the activitieslead.
- Support team members in the Private Office to understand their individualpriorities and work requirements.
Service Improvement
- Assist with the setting up and management of effective business processes to facilitate the smooth running of the private office.
- Develop and implement robust work processes, Standard Operating Procedures (SOPs) and systems to ensure timely delivery against deadlines.
- Support the team on the timely capture of lessons learnt.
- Contribute to effective information management within the team.
- Flexible approach to work in line with the needs of the business.
Analysis and Judgement
- Act as a contact point for teams, dealing with and responding effectively to complex queries from stakeholders and passing on relevant information to appropriate team members sensitively and autonomously.
- Handle significant quantities of confidential and sensitive information on behalf of the Senior Managers, always ensuring the appropriate degree of confidentially and discretion is adopted at all times.
- Work with all team members in the collection and analysis of information for performance reporting on relevant team projects.
Communication
- Ensure appropriate and timely responses to all relevant correspondence.
- Draft routine responses and ensure that all correspondence is accurate and delivered in a timely manner.
- Act as a key member of the team to support effective communication and stakeholder management both internally and externally.
- Operate in a highly political and sensitive environment.
Job description
Job responsibilities
The post holder is a key member of the team whose overarching goal is to enable, promote and support the effective use of data, information, knowledge and technology to improve, inform and support a portfolio of projects, operational services, and initiatives.
Planning & Organising:
- Organise and manage documentation for meetings and events, including preparation of agendas and minutes of meetings, tracking actions and timeframes as appropriate.
- Organise and produce reports, papers, presentations and other similardocumentation in accordance with organisational timeframes.
- Daily planning of shared inbox ensuring requests are filtered and prioritised
- Support the management of activities, gathering information, updatingdocumentation and undertaking enquiries as necessary for the activitieslead.
- Support team members in the Private Office to understand their individualpriorities and work requirements.
Service Improvement
- Assist with the setting up and management of effective business processes to facilitate the smooth running of the private office.
- Develop and implement robust work processes, Standard Operating Procedures (SOPs) and systems to ensure timely delivery against deadlines.
- Support the team on the timely capture of lessons learnt.
- Contribute to effective information management within the team.
- Flexible approach to work in line with the needs of the business.
Analysis and Judgement
- Act as a contact point for teams, dealing with and responding effectively to complex queries from stakeholders and passing on relevant information to appropriate team members sensitively and autonomously.
- Handle significant quantities of confidential and sensitive information on behalf of the Senior Managers, always ensuring the appropriate degree of confidentially and discretion is adopted at all times.
- Work with all team members in the collection and analysis of information for performance reporting on relevant team projects.
Communication
- Ensure appropriate and timely responses to all relevant correspondence.
- Draft routine responses and ensure that all correspondence is accurate and delivered in a timely manner.
- Act as a key member of the team to support effective communication and stakeholder management both internally and externally.
- Operate in a highly political and sensitive environment.
Person Specification
Experience
Essential
- Significant administrative experience working in large / busy teams with director level stakeholders
- Significant administrative experience working in large / busy teams with director level stakeholders
Skills
Essential
- Raising of Purchase Orders / Sales Orders seeing the process through from start to end dealing with any queries that might come from these
- Organising and planning meetings / events including sending invites, booking venues, making travel arrangements, arranging speakers and providing relevant meeting materials
Knowledge
Essential
- Advanced knowledge of Microsoft software applications (outlook, word, excel and PowerPoint etc.)
Qualifications
Essential
- Educated to degree level in relevant subject or equivalent level of experience of working at a similar level in specialist area such as senior administration
Person Specification
Experience
Essential
- Significant administrative experience working in large / busy teams with director level stakeholders
- Significant administrative experience working in large / busy teams with director level stakeholders
Skills
Essential
- Raising of Purchase Orders / Sales Orders seeing the process through from start to end dealing with any queries that might come from these
- Organising and planning meetings / events including sending invites, booking venues, making travel arrangements, arranging speakers and providing relevant meeting materials
Knowledge
Essential
- Advanced knowledge of Microsoft software applications (outlook, word, excel and PowerPoint etc.)
Qualifications
Essential
- Educated to degree level in relevant subject or equivalent level of experience of working at a similar level in specialist area such as senior administration
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).
