JOB SUMMARY
The post holder will form an integral part of the business support function within the Finance and Corporate Directorate of the Strategic Planning and Performance Group (SPPG) of the Department of Health. They will have the responsibility of providing an efficient and effective business support function on behalf of and to support the Director and Senior Managers. Corporate Business Officer roles and responsibilities may also include providing support in other Corporate areas which include but not limited to Medical Record Requests and Premises/Estates.
KEY DUTIES / RESPONSIBILITIES
1. Provide comprehensive administrative support, including servicing meetings, data entry, filing, photocopying, scanning, printing, and document binding while ensuring the effective use of organisational resources.
2. Undertake typing and word-processing tasks, including the preparation and transcription of meeting minutes, reports, correspondence, and other documentation.
3. Ensure Senior Managers have access to all relevant files and information for meetings and appointments, maintaining an effective bring-forward system to monitor deadlines and actions.
4. Prepare professional PowerPoint presentations for senior-level meetings, reviewing and validating data accuracy and highlighting any discrepancies to relevant stakeholders.
5. Produce reports and dashboards in the required format, ensuring deadlines are consistently met.
6. Manage and coordinate senior management calendars and diaries, providing availability updates to meeting organisers and scheduling recurring meetings.
7. Provide Personal Assistant and secretarial support to Directors and the Chief Operating Officer as required.
8. Monitor key deadlines through an effective bring-forward system and take appropriate action to ensure compliance.
9. Order and maintain stationery supplies, ensuring value for money and efficient stock management.
10. Develop, maintain, and update corporate business databases, including records relating to goods and services expenditure, gifts and hospitality, and declarations of interest.
11. Plan and coordinate conferences, workshops, and events, liaising with internal and external stakeholders to arrange venues, travel, accommodation, hospitality, and required resources.
12. Organise travel arrangements for Senior Managers, including flights, transfers, hotels, meeting venues, and detailed itineraries.
13. Establish and maintain effective communication systems within the team and across internal and external directorates.
14. Maintain and regularly update the Directorate organisational chart to accurately reflect the current structure and any vacant posts.
ESSSENTIAL CRITERIA
1a) GCSE Mathematics & English (Grades A-C) OR Equivalent qualification to demonstrate literacy and numeracy AND 2 x A Levels or equivalent. AND 18 months relevant* Administrative/Clerical experience OR Shortlisting by Application Form 1b) 3 years relevant* Administrative/Clerical experience
Have an excellent working knowledge of Microsoft Outlook PowerPoint, Word, Access & Excel
Hold a current full driving licence which is valid for use in the UK and have access to a car on appointment. This criteria will be waived in the case of applicants whose disability prohibits driving but who have access to a form of transport approved by the SPPG which will permit them to carry out the duties of the post.
How to Apply