Business Support Officer

Isle of Wight NHS Trust; Swindon; On-site; GBP 28,000 - 31,000; Full time

Benefits offered by this job

Onsite day nursery

Cycle-to-work scheme

Discounts at local businesses

Beach hut rental

Job summary

The Isle of Wight NHS Trust is currently recruiting a Business Support Officer for Maternity Services at St Mary's Hospital. The role provides comprehensive PA, administrative and business support to the Maternity Senior Management Team, with duties spanning diary management, meetings, reports and stakeholder liaison.

Ideal candidates will have GCSE English, a secretarial/admin qualification, strong IT skills (Outlook, Word, PowerPoint) and prior PA experience in a complex NHS setting.

Qualifications

• GCSE level English and Maths plus a secretarial/admin qualification (NVQ3 or equivalent).
• Proven IT skills with MS Office: Outlook, Word and PowerPoint.
• Experience as a PA or senior secretary in a complex organisation with confidentiality.

Responsibilities

• Provide comprehensive PA, administrative and business support to the Maternity Senior Management Team.
• Manage diaries, correspondence, enquiries and electronic filing systems.
• Coordinate meetings, including agenda preparation, circulation of papers, minute-taking and action logs.
• Prepare high-quality reports, documents, presentations and correspondence.
• Maintain trackers and rolling programmes, following up actions and deadlines.
• Liaise with internal/external stakeholders on confidential queries.
• Support travel arrangements, ordering of equipment and stationery, and processing invoices.
• Manage multiple priorities and provide flexible support to deliver service and Trust priorities.

Skills

GCSE English

Secretarial qualification

IT skills

Outlook

Word

PowerPoint

PA experience

Senior secretary

Minute taking

NHS experience

Prioritisation

Confidentiality

Microsoft 365

Education

GCSE or equivalent

NVQ 3 or equivalent

Tools

Microsoft 365

Outlook

Word

PowerPoint

Job description

This vacancy is currently only open to employees of St Mary's Hospital, Isle of Wight NHS Trust

We are recruiting for a Business Support Officer in Maternity Serviceswho wishes to join #TeamIOWNHS. You should share our passion and drive to ensure that our patients receive quality and compassionate care and work with us to ensure the Trust continues its journey towards "working together, improving together".

You will be providing comprehensive PA, administrative and business support to the Maternity Senior Management Team.

Main duties of the job

We are passionate about providing excellent CARE, which is why our values are Compassion, Accountable, Respect and Everyone counts. Our mission is to make sure that our community is at the heart of everything we do and that we hold our values across all our services.We are committed to endorsing inclusion, diversity and multiculturalism throughout out services and as such, our procedures and policies ensure that applicants are always treated fairly throughout the recruitment process.

Why not come and see for yourself the CARE we give to our patients and staff.

About us

Working for our Trust brings a variety of benefits, including an onsite day nursery, cycle-to-work scheme, discounts at local businesses and gyms, and the opportunity to hire Trust's beach hut in Ryde. We offer many flexible working opportunities, speak to us about how we might be able to accommodate a flexible working arrangement for you and if it works for the service, we will do our best to make it work for you.

The Isle of Wight is a unique and stunning gem located off the South Coast of England, a short ferry journey from Portsmouth and Southampton, with journey times taking from as little as 10 minutes. London can be reached in 90 minutes by rail from Southampton or Portsmouth. The island offers an amazing coastline with beautiful countryside, year-round events, festivals and award-winning attractions.

Job responsibilities

To provide comprehensive PA, administrative and business support to the Maternity Senior Management Team.

Manage diaries, correspondence, enquiries and electronic filing systems.

Coordinate meetings, including agenda preparation, circulation of papers, minute-taking and maintenance of action logs.

Prepare high-quality reports, documents, presentations and correspondence.

Maintain trackers and rolling programmes, proactively following up actions and deadlines.

Liaise professionally with internal and external stakeholders, responding appropriately to complex, urgent or confidential queries.

Support travel arrangements, ordering of equipment and stationery, and processing of invoices.

Manage multiple priorities effectively and provide flexible support to help the Maternity Senior Management Team deliver service and Trust priorities.

Person Specification

Qualifications and role specific knowledge

• oEducated to GCSE Standard or equivalent including English.
• oSecretarial or administrative qualification - minimum NVQ 3 or equivalent.
• oComprehensive IT skills, with a high-level competence in Outlook, Word and PowerPoint.
• oPrevious experience as a PA or senior secretary with advanced administrative & secretarial skills
• oPrevious experience of working in a complex organisation.
• oExperience in minute taking/formal note taking experience.
• oDemonstrate an understanding of internal systems and structures within the organisation and organisational policies and procedures and working with senior management within the NHS or equivalent.
• oAbility to self-manage and prioritise own workload effectively and to tight deadlines.
• oExercise own judgement effectively when prioritising work.
• oAdvanced organisational planning, motivational and delivery skills.
• oFlexible and adaptable with attention to detail.
• oAbility to understand and disseminate complex and differing concepts.

Abilities

• oHighly organised with the ability to work accurately to strict deadlines in a busy office with frequent interruptions.
• oAbility to receive and communicate information of a highly confidential and/or sensitive nature using discretion and integrity.
• oForward thinking, confident, highly motivated with strong organisational skills
• oHighly computer literate and have working knowledge of the Microsoft 365 Suite.
• oA team player who is self-motivated, manages and prioritises own work with minimal supervision

Communication Skills

• oExcellent written, verbal, listening and presentation skills.
• oAbility to communicate effectively with all levels of staff and external stakeholders.

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.

PA & Business Support Officer to Maternity & SCBU

£28,392 to £31,157 a yearpro rata, per annum