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

University Hospitals Plymouth NHS Trust; Plymouth; On-site; GBP 29,000 - 37,000; Full time

Job description

Job Summary

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.

Main duties of the job

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.

About Us

We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100. 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.

Date posted

04 April 2025

Pay scheme

Agenda for change

Band

Band 5

Salary

£29,970 to £36,483 a year Per Annum

Contract

Permanent

Working pattern

Full-time

Reference number

216-AH-A7033205

Job locations

Digital & Innovation Services

11 Research Way, Plymouth Science Park, Derriford

Plymouth

PL6 8BT

Job Description

Job 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.

Person Specification

Knowledge And Experience Essential

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

Desirable

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

Qualifications Essential

1. Proven Degree in Business related subject or equivalent demonstrable experience.
2. A minimum of GCSE level English and Maths or equivalent demonstrable experience.

Desirable

1. Health and Safety Risk Assessor.

Aptitude and Abilities Essential

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

Desirable

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

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.

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.

Employer details

Employer name

University Hospitals Plymouth NHS Trust

Address

Digital & Innovation Services

11 Research Way, Plymouth Science Park, Derriford

Plymouth

PL6 8BT

Employer's website