Business Support Officer

Important Information for Applicants

This vacancy is for Surrey and Borders Partnership NHS Foundation Trust (SaBP). This role is offered through Flexi-Bank, a collaborative temporary staffing service delivered in partnership between Surrey and Borders Partnership NHS Foundation Trust and Royal Surrey NHS Foundation Trust. Royal Surrey NHS Foundation Trust acts as the host provider and manages the recruitment, onboarding and administrative processes on behalf of Surrey and Borders.

Please note that although Royal Surrey NHS Foundation Trust branding may appear on this advert and within the recruitment system, successful applicants for this vacancy will undertake bank shifts for Surrey and Borders Partnership NHS Foundation Trust.

Work Location:

18 Mole Business Park, Randalls Rd, Leatherhead KT22 7AD

• Work flexibly - choose shifts that suit your lifestyle and availability
• Access more opportunities - pick up shifts across mental health and community
• Get paid fairly and on time - competitive rates and fast access to earnings through Stream
• Stay supported - benefit from training, development and guidance from our dedicated Temporary Staffing Team

The post holder will work within the Nursing Directorate, supporting the Chief Nurse, Director for Quality, Nurse Consultant for Clinical Risk and Safety and Associate Director of Health, Safety and Security to work across key priority areas of need. The role will provide high quality, confidential and efficient business and administrative support in a timely and professional manner, supporting the development of action plans, business cases and routine reporting.

The post holder will also support delivery of the Mental Health Act Team priorities regarding changes and Mental Capacity Act development work, this may include some function in the Clinical Quality Priority Programme and workforce related projects.

The post holder will:

• Receive a variety of telephone calls or emails, using initiative, tact and discretion to deal with matters where possible, taking messages and re-directing calls as appropriate, liaising with staff both internal and external to the organisation.
• Operate in a wide network of communications and promote sensitivity always. Be responsible for effective diary management to support the Personal Assistants working in the directorate as required.
• Be able to produce a wide variety of professional, accurate documents and report using various IT packages to a high standard including spreadsheets and presentations.

Planning and Organizing:
Organise and manage documentation for meetings and events, including preparation of agendas and minutes of meetings, tracking actions and time frames as appropriate. Additionally, to attend any other meetings to take minutes as directed by line manager. Ensure that documentation relating to the projects is up to date, well-maintained and securely held. Organise and produce reports, papers, presentations and other similar documentation in accordance with organisational time frames and requirements.

These may cover, but are not limited to the quality, safety or health, safety and risk agendas. Provide effective diary management, ensuring that appointments are planned and coordinated, and run to schedule. Use independent judgement to prioritise the high level completing demands to ensure an appropriate balance in the daily scheduling in line with preferences, responsibilities or project plans. Provide high quality support to meeting to ensure they are managed and delivered effectively including organising, attending and minuting ad hoc meetings and Corporate and/or Divisional wide events, sending calendar invites, identifying and securing suitable facilities and ensuring that the needs of the attendees are catered for the duration of the event.

This will include arranging the meeting preparing agendas, papers, meeting rooms and hospitality if required. Support the management of activities, gathering information, updating documentation and undertaking enquiries as necessary for the activities lead. Understand, highlight and document activities risks, issues and actions, ensuring early identification and proactive mitigation where possible, and ensuring concerns are escalated promptly. Working closely with the Quality Lead as needed to ensure that cross-directorate needs surrounding documentation and support are covered.

Covering annual leave and meetings when required. To work…