Business Support Officer
Job Description
Job summary
The ABUHB Primary & Community Care Academy (PCCA) and Neighbourhood Care Network (NCN) Office are offering an exciting opportunity to join the teams as a Business Support Officer. The post holder will provide essential business support for the delivery of education & training to Primary & Community Care staff and support the vital work of the NCN Development Office. The post holder will provide a highly efficient, professional and confidential administrative support to the Senior Management Team for the PCCA and ACD/NCN Development Programme.
This post is fixed term/secondment for 14 months to meet the needs of the service.
If you are interested in applying for the secondment position, you must obtain permission from your current line manager prior to applying for this post.
Main duties of the job
The Business Support Officer will be instrumental in:
- Organising education and training events delivered through the Primary ad Community Care Academy
- Dealing with course booking enquiries and maintaining information on the booking platform
- Creating course advertisements and maintaining course information on the Academy course advertising platform
- Processing invoices from suppliers
- organising meetings and providing administrative support, preparing documentation
- liaising with key stakeholders including members of the public, division and health board
- providing support to functions undertaken by the NCN Development Office.
The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.
About us
Aneurin Bevan University Health Board is a multi-award-winning NHS organisation with a passion for caring. The Health Board provides an exceptional workplace where you can feel trusted and valued. Whatever your specialty or stage in your career, we have opportunities for everyone to start, grow and build your career. The health board provides integrated acute, primary and community care serving a population of 650,000 and employing over 16,000 staff.
We offer a fantastic benefits package and extensive training and development opportunities with paid mandatory training, excellent in-house programmes, opportunities to complete recognised qualifications and professional career pathways including a range of management development programmes. We offer flexible working and promote a healthy work life balance, provide occupational health support and an ambitious plan for a Wellbeing Centre of Excellence to support you at work.
Our Clinical Futures strategy continues to enhance and promote care closer to home as well as high quality hospital care when needed. Join us on our journey to pioneer new ways of working and deliver a world-class healthcare service fit for the future.
Job responsibilities
As a member of the Primary and Community Care Academy (PCCA) and the NCN Development Office, the post holder will provide a highly efficient, professional and confidential administrative support to the Senior Management Team for the PCCA and ACD/NCN Development Programme.
The post holder will be instrumental in organising meetings and providing administrative support, preparing documentation, liaising with key stakeholders including members of the public, division and health board whilst providing support to functions undertaken by the NCN Development Office.
The role is split between Primary and Community Care Academy (0.6) and NCN Development Office (0.4). The post holder will be expected to work flexibly in order to ensure the smooth running of the PCCA and the NCN Development Office.
Ensuring the designated administrative workload is carried out efficiently and effectively. This will include prioritising own workload and evaluating ongoing activity to ensure targets are met.
To work flexibly and to seek advice when necessary, but will be responsible for managing their own area of work.
To use own initiative and judgement to forward issues raised in order to instigate responsive action and be competent in deciding when to escalate an issue to the relevant Senior Manager.
To be responsible for arranging meetings, preparing papers, and all correspondence.
There will be a regular requirement to take, transcribe minutes, and create reports, documents, and drawings usingIT packages (including Medtribe, Padlet, Word, Excel, Outlook, Power Point, and Publisher), using advanced keyboard skills.
Provide diary management and secretarial support to members of the PCCA Management Team, including support for online applications.
Provide administrative support to the wider NCN Development Programme.
Use excellent interpersonal and communication skills in all verbal and written interactions and be able to negotiate and to use persuasive skills as required.
Ensure maintenance of divisional databases as required.
To produce reports scheduled as required.
Provide administrative support to the management of invoices, ensuring invoices are processed and completed to comply with financial requirements.
Support functions undertaken by the NCN Development Office.
To communicate sensitive information diplomatically and professionally.
Provide co-ordination and management of electronic diaries for the Strategic Change Senior Management Team, using autonomy for meeting arrangement and acceptance and ensuring relevant papers are prepared and received.
Provision of full meeting support, including arrangement, drafting and circulation of agendas and papers, minuting and transcription and action log maintenance.
Process incoming and outgoing mail and ensure prompt action by relevant managers.
Maintain an efficient and effective filing system, both personally and across the shared drive.
Receive all forms of communication, ensuring they are dealt with appropriately and in a timely manner.
Act as a point of contact for telephone calls and queries for the PCCA and NCN Development Office, ensuring that effective systems are in place to deal with and forward to the relevant member of the team appropriately.
Draft responses to correspondence as required by the Senior Management Team.
Provide administrative support in relation to Oracle, IT, Invoices and other orders, ensuring compliance with Oracle/Finance standards and use of correct financial codes.
Support the maintenance of PCCA booking, PCCA course advertising and NCN Development Intranet pages and update as instructed.
Ensure provision and maintenance of suitable audio, visual, electronic equipment, reporting faults as necessary.
Person Specification
Seretarial / Adminstrative / IT systems
Essential
- Knowledge of secretarial procedures and systems
- Extensive use and knowledge of IT packages and applications
- Business Support experience
- Excellent communication skills,
Experience
Essential
- Business support experience
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.
Certificate of Sponsorship
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).
Employer details
Employer name
Aneurin Bevan University Health Board
Address
Llanarth House
Newbridge Gateway
Newbridge
NP11 5GH
