Business Services Team Leader + PA to the Head of Department Team

University Hospitals Plymouth NHS Trust

About

Welcome to University Hospitals Plymouth NHS Trust.

We are rated Outstanding for Caring and that includes caring for our staff.

When you join our #1BigTeam of more than 10,000 staff and volunteers we are committed to helping you develop your career and enjoy a great life.

At University Hospitals Plymouth NHS Trust (UHP) we are the regions Major Trauma Centre and we are responsible for providing care across the widest of spectrums: from within people's homes and working with our voluntary sector partners in local communities, to offering the most specialist hospital care available in our regional centre: for example immunology, cardiothoracic surgery and kidney and bone marrow transplants. We care for 475,000 in our secondary care catchment population, with a wider peninsula population of almost 2,000,000 people who can access our specialist services.

Delivering our services through a number of key sites across Plymouth and the surrounding area:

• Mount Gould Hospital - We have 30 beds for general rehabilitation plus 15 beds for stroke rehabilitation patients and a discharge assessment unit with 10 beds available and a further 30 to follow.
• South Hams Community Hospital - We have 15 beds here and began managing the site in 2021.
• Tavistock Hospital - We have 13 beds here and began managing the site in 2021. Urgent Treatment Centre and Minor Injuries Units We run an Urgent Treatment Centre at the Cumberland Centre in Devonport, central Plymouth and minor injury units in Tavistock and Kingsbridge.
• Child Development Centre - Developmental services for young children are provided at the Child Development Centre, Scott Business Park.
• The Plymouth Dialysis Unit - Patients needing treatment for renal failure are cared for in state-of-the-art, purpose-built facilities in Estover.
• Radiology Academy - The Plymouth Radiology Academy is the only purpose-built Radiology Academy in the world and provides an inspirational environment in which to learn radiology.
  
  

We are a teaching hospital in partnership with the University of Plymouth and working with Plymouth Marjon University. As host to the Joint Hospital Group South West (JHG(SW)) in a city with a strong military tradition, we have a tri-service staff of nearly 200 military doctors, nurses and allied health professionals who are fully integrated within our facilities.

We know the importance of civility and saying thank you and actively encourage patients, their families and our colleagues, to send thank you messages through a number of channels. By capturing episodes of excellence we can learn from these events, improve practice and safety and spread the good practice throughout the Trust. Last year over 1,800 nominations were received.

UHP were chosen as one of seven Trusts to take part in the national NHS Improvement Programme, to create a culture of continuous improvement by empowering staff to develop their own ideas for improvement and lead their own projects.

Key details

Location

Site: Digital & Innovation Services
Address: 11 Research Way, Plymouth Science Park, Derriford
Town: Plymouth
Postcode: PL6 8BT
Major / Minor Region: Devon

Contract type & working pattern

Contract: Permanent
Hours: Full time - 37.5 hours per week

Salary

Salary: £29,970 - £36,483 Per Annum
Salary period: Yearly
Grade: (NHS AfC: Band 5)

Job Overview

To provide high quality administration and business support for the University Hospitals Plymouth NHS Trust's Digital & Innovation Services Department.

***Preference will be given to internal Trust staff, as well as Priority and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***

The post holder will manage the Business Services team who provide general administrative support for all administrative, finance and secretarial services to the D&I Department. The Business Services Team are also responsible for IT Commercial Procurement, Telecoms, Healthroster, departmental Health & Safety and general personnel support. This service allows other teams within D&I to concentrate solely on the IT aspects of the hospital. In turn, this allows for the smooth running of the hospitals technical services and equipment, resulting in better patient care.

The post holder will also provide Personal Assistant services to the Head of Department team within the department including email inbox management, diary management, administration support etc.

The post holder will be responsible for departmental documentation, local records compliance and knowledge management both internally and externally.

Detailed Job Description And Main Responsibilities

Strategy

Administer the production and development of the Digital & Innovation Services strategy documentation for the NHS Community as part of the overall Digital & Innovation Services Strategy including collation of input from the various sections.

Develop and manage Digital & Innovation Services business support policies and services in support of the strategic aims of the Digital & Innovation Services Service.

Business Support

Develop, control, manage and support the delivery of high-quality business support services to the department Service, which is aimed at meeting and exceeding customer needs. This includes the management of effective minute taking at Digital & Innovation Services project and programme boards where the information communicated can be of a complex and technical nature.

Provide administration support and take minutes for both the Service Manager's Improvement Team and the Senior Leadership Group forums.

Manage the administration pool in support of the Digital & Innovation Services to provide effective administrative support.

Provide Personal Assistant (PA) services to the Head of Department team dealing with sensitive and confidential information on their behalf.

Communicate with Senior Managers both internally and externally to ensure optimal administration support to the Head of Department team.

Co-ordinate and administer the collation of the Business Services Team Key Performance Indicators (KPIs) for monthly performance reporting.

Co-ordinate and administer the Freedom of Information (FOI) requests and audit requirements for the service, ensuring all statutory and mandatory returns are completed in a timely manner.

Co-ordinate and administer the Health & Safety and Risk management of the service including the collation of quarterly reports for the Senior Management Team. Acting as Deputy Health and Safety manager for the service.

Provide a high standard of Digital & Innovation Services business support management ensuring all records are maintained.

Audit and inspect business support processes to ensure a quality and improved service is provided and to contribute towards the continuous improvement of quality services.

Set, achieve and maintain a consistently high standard of quality for the IT business support. Propose changes to the teams working practices and procedures ensuring a quality first approach. Ensure all procedures are well documented.

Communications and marketing

Develop written and visual content to increase engagement with our customers and audiences, driving stronger connections & interactions.

Curate and copywrite content for internal and external communication.

Ensure content of the D&I web pages are updated and website administration is supported.

Human Resources

Line manage the Digital & Innovation Services Business Services team.

Recruit, appraise, train, and allocate work to, performance management and development of the Business Services team.

Establish and agree working practices within the Business Services team.

Monitor and maintain best practice in Health & Safety within the Business Services team.

We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams.

It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.

Person specification

Knowledge and Experience

Essential criteria

• A demonstrably experienced Office Manager with demonstrable experience of staff management including recruitment, appraisal, attendance and performance management.
• Proven demonstrable experience of implementing action plans to tight deadlines.
• Demonstrable experience of creating documentation and board papers.

Desirable criteria

• Demonstrable experience of working in a multidisciplinary team.
• Demonstrable experience of chairing meetings and forums.

Qualifications

Essential criteria

• Proven Degree in Business related subject or equivalent demonstrable experience.
• A minimum of GSCE level English and Maths or equivalent demonstrable experience.

Desirable criteria

• Health and Safety Risk Assessor.

Aptitude and Abilities

Essential criteria

• A high level of IT skills including demonstrable experience of working with database and spreadsheet packages.
• Ability to prioritise effectively and communicate priorities to users and staff.

Desirable criteria

• Effective influencing skills.
• Numerate and with demonstrable experience of interpretative reporting and demonstrable experience of statistical analysis.

Further details / informal visits contact

Name: Sophie Bell
Job title: Business Services Team Leader + PA
Email address: [email protected]
Telephone number: 01752 432100
Additional information:
Please contact Sophie Bell via email/ MS Teams.