Job Description. Management Assistants, Team Administrators and Business Support Apprentice. Head of Integrated Governance

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1 Job Description Job Title: Reference No: Organisation: Department: Business Support Manager NHS Vale of York Clinical Commissioning Group Corporate and Governance Base: West Offices, Station Rise, York, YO1 6GA Band: 5 Organisational Relationships: Responsible to: Accountable to: Responsible for: Policy and Assurance Manager Head of Integrated Governance Management Assistants, Team Administrators and Business Support Apprentice Organisational Chart Head of Integrated Governance Policy and Assurance Manager Business Support Manager Management Assistants x 2 Team Administrators x 5 Business Support Apprentice Job Role Summary The post holder will be responsible for providing business support for the NHS Vale of York CCG, developing and maintaining systems and processes to support the effective running of the office. The post holder will be responsible for the supervision for the Admin team, including supervision, training, support and ensuring workloads are fair and all members of the CCG receive an appropriate level of support. 1 P a g e

2 Key Relationships All staff within the CCG, member of the Governing Body and other Committees of the CCG Members of the general public Members of other CCGs, Commissioning Support Services and Acute Trusts, including Chairs and Chief Executives, consultants, GPs, nurses, practice managers and other healthcare workers, other executive directors and their staff. Professionals at all levels from outside organisations including Local Authorities, Social Services, MPs' offices, other external agencies and voluntary organisations Core Functions The post is responsible for the supervision of 8FTE admin members in day to day activities assisting in the training, development, workload allocation and monitoring. The post holder will also be responsible for the management of 1 FTE Business Support Apprentice working towards an NVQ qualification and supporting in their training and development. The post holder will be responsible for providing business support for the CCG by developing and co-ordinating the administrative process and administration team ensuring workloads are fair and all members of the CCG receive an appropriate level of support. The post holder will support the Corporate and Governance Team with the management of projects, gathering information and undertaking enquiries as and when is necessary for head of department, team and the department. The post holder will be required to demonstrate excellent organisational and administrative skills and have the ability to work independently using discretion, judgement and analysis to support the Corporate and Governance team along with the Senior Management Team. Ability to communicate with all levels of staff and external agencies in a confident and sensitive manner, verbally and in writing. Supporting team with Information Governance undertaking data collection, collation and inputting into complex spreadsheet and documents Management and Leadership Responsibilities The post is responsible for the supervision of 8FTE admin members assisting in the training, development, workload allocation and monitoring. The post holder will also be responsible for the management of 1 FTE Business Support Apprentice working towards an NVQ qualification and supporting in their training and development. 2 P a g e

3 Responsible for ensuring that all aspects of the service are administered and supported to a high standard. The post holder will develop, continually monitor, refine and review office systems and processes and to promote and support the use of these systems across the CCG implementing changes where necessary. Acting as a point of contact for all staff dealing with internal issues, dealing and responding effectively with complex queries from stakeholders and passing on relevant information to appropriate team members sensitively and autonomously. Able to motivate and persuade people in situations where agreement and cooperation is required, e.g. sensitive staffing or contentious issues, and provide reassurance when necessary. Updating, maintaining, organise, gather and analyse information to predict/meet future organisational and team needs by identifying best practice Planning and Organisational Responsibilities The post holder will be required to demonstrate excellent organisational and administrative skills and have the ability to work independently using discretion, judgement and analysis to support the Corporate and Governance team along with the Senior Management Team. Use initiative to prioritise own workload, and other staff within the Corporate and Governance Team exercising discretion as to the degree of urgency, importance and confidentiality required. Required to act independently and manage own workload. Use initiative and judgement at all times, analysing facts and situations. Multi-task and plan work for short-, medium- and long-term timescales. Plan and manage complex meetings and events, including delegating duties as necessary, booking venue, arranging equipment and refreshments, preparing packs and registering attendees. Support the Admin team in the planning and organising sometimes complex activities requiring adjustments to be made, e.g. resolve conflicting diary appointments and arrange meetings with a number of participants with complex diaries when required. 3 P a g e

4 Provide coordination of and participate in relevant meetings, reporting attendance and providing information advice and support where requested Work within, and set up, procedural guidelines, and carry out work where there may be only limited precedent. Ensure that deadlines are met by the Admin Team and take appropriate action to make sure work is completed to given timescales. Work flexibly within core office hours covering staff lunches and phones. Education, Training, Policy and Service Development Responsibilities Provide Office Management support, including recording staff sickness, holidays and responsibility for personal files for all staff, requiring a high level of discretion and confidentiality and ensuring that they are up-to-date. Act as Administrative contact for HR, including internal administration of the recruitment process, assisting with planning and supporting administration with the interview process. Support new staff ensuring that they are fully inducted with policies and procedures for running an effective office. Responsible for arranging staff training courses and development days as and when required. IT administrative support, including management of approval of IT equipment and maintain the log of IT issues and act as main point of liaison with IM&T within the CSU. The post holder will be required to attend super user training to help maintain the CCG IT system with the ability to create new accounts, create access to shared folders and system resets when required. Take responsibility for continuous improvement and personal development opportunities through National training courses in Project Management and Health and Safety. Research and Audit Responsibilities The post holder will support the Corporate and Governance Team with the management of projects, gathering information and undertaking enquiries as and when is necessary for head of department, team and the department. 4 P a g e

5 The post holder will be required to demonstrate excellent organisational and administrative skills and have the ability to work independently using discretion, judgement and analysis to support the Corporate and Governance team along with the Senior Management Team. Managing Resources Responsibilities The post holder is the designated site contact, liaising with Facilities Management to manage access to meeting rooms, visitors and new employee building access via induction process through the Council. Checking and sending invoices for payment and ordering stationery as required. Ensuring accurate reporting of sickness and relevant paperwork relating to new starters, leavers and variation to staff contracts. Responsible for Petty cash following the procedure and approval process. Standard Paragraphs It is the responsibility of each member of staff to maintain confidentiality at all times. Staff must be aware of and adhere to the provisions of the Health and Safety at Work Act and to ensure their own safety and the safety of colleagues and patients. Mandatory training requirements that are relevant to the post must be decided during Personal Development Review and a training plan developed. Staff should be aware of their individual responsibilities under the Equal Opportunities Policy and ensure that they adhere to the provisions of the policy. Staff should ensure that their actions support the aim of the Trust in ensuring that all children up to the age of 18 years are protected from significant harm, abuse and neglect, within the framework of multi-agency Child Protection services established in the Guidelines and Procedures issued by the Area Child Protection Committee. This job description is not meant to be exhaustive. It describes the main duties and responsibilities of the post. It may be subject to change in the light of developing organisational and service needs and wherever possible change will follow consultation with the post holder. 5 P a g e

6 Person Specification Qualifications / Knowledge /Experience Essential NVQ Level 4, Degree or equivalent level of experience, together with a high level of numeracy and written and spoken English Knowledge of HR and Administrative systems. Intermediate knowledge of IT systems and software programmes such as Outlook, Word, Excel, Powerpoint and Access Understanding of confidentiality and Data Protection Act Knowledge of NHS issues Understanding of and commitment to equality of opportunity and good working relationships. Significant administrative/secretarial experience including initiating and maintaining office systems Experience of organising and servicing meetings, included minute taking and following up action Report writing Demonstrable experience in dealing with the public and dealing with sensitive and confidential information Experience of undertaking complex administrative tasks. Desirable Experience within the NHS. 6 P a g e

7 An ability to influence at all levels. Euthusiastic/positive attitude. Team worker. Skills / Competencies Excellent verbal and written communication skills and data entry and presentation skills; capable of constructing and delivering clear information / instructions to staff and service users. Line Management Skills, including allocation of work, supervision and reviewing of performance. Excellent time management, planning and organisional skills, prioritising own working to agreed deadlines. Ability to work under pressure in a busy working environment and able to multi-task Effective team working Ability to work without supervision, able to work on own initiative, unsupervised and make decisions regarding organising and prioritising own and others workloads to meet tight deadlines An ability to maintain confidentiality and trust. Project Management Skills. Fast and accurate word processing skills. Professional Qualification for Project Management. 7 P a g e

8 Fully IT literate in Microsoft office packages. Effective interpersonal skills. Self-motivated, assertive, proactive and innovative. 8 P a g e

9 Job Risk Profile Details of Risk Level This role involves: Yes No Rare Occasional Frequent Examples Lifting Weights / objects between 6 15 kilos Lifting weights / objects above 15 kilos Using equipment to lift, push or pull patients / objects Lifting heavy containers or equipment Running in an emergency Driving alone / with passengers / with goods Invasive surgical procedures Working at height Concentration to assess patients / analyse information Response to emergency situations To change plans and appointments / meetings depending on the needs of the role 9 P a g e

10 Details of Risk Level This role involves: Yes No Rare Occasional Frequent Examples Clinical Interventions Informing patients / family / carers of unwelcome news Caring for terminally ill patients Dealing with difficult family situations Caring for / working with patients with severely challenging behaviour Typing up of minutes / case conferences Clinical / hands on patient / client care Contacts with blood / bodily fluids Exposure to verbal aggression Exposure to physical aggression Exposure to unpleasant working conditions dust / dirt / fleas Exposure to harmful chemicals / radiation Attending the scene of an emergency 10 P a g e

11 Details of Risk Level This role involves: Yes No Rare Occasional Frequent Examples Food preparation and handling Working on a computer for majority of work Use of road transport 11 P a g e