JOB SUMMARY
The post-holder will provide an effective corporate business service in the Local Office, including managing the reception service provided to the 3 HSC Organisations based in the premises. A key role will be to support the Assistant Corporate Business Manager with the day to day management of the Local Office in addressing all facility management issues, including health and safety, fire safety and security, waste and environmental issues, first aid and car parking and ensure compliance with legislative requirements. The post-holder will provide administrative support to the Western Office Premises Committee and act as a Designated Nominated Fire Officer for the Local Office. He/She will provide support to the Chair and Members of the Western Local Commissioning Group, including organising the annual schedule of meetings and provide support to the meetings.
KEY DUTIES / RESPONSIBILITIES
Operational Delivery 1. Manage the reception staff ensuring that this service supports the SPPG, PHA and BSO functions based in the Local Office. JOB TITLE - Corporate Business Officer BAND - 4 DIRECTORATE - Corporate Services INITIAL LOCATION - SPPG Western Office, Gransha Park House REPORTS TO - Assistant Corporate Business Manager, SPPG Western Office ACCOUNTABLE TO - Corporate Business Manager, SPPG Headquarters 3 | P a g e 2. Managing compliance with all security arrangements at the Reception area and in particular with regard to access to the premises. 3. Managing compliance with established office procedures and maintenance and monitoring of filing systems for the office in line with Records Management requirements. 4. To manage a "bring forward" system and ensure effective monitoring by undertaking the necessary action in order to comply with deadlines. 5. To research, collate and prepare various returns, reports and statistics, both internal and external, to monitor, manage and report on performance against contracts. 6. To support internal Working Groups/Committees, involving the Assistant Corporate Business Manager, which will include planning meetings, preparing agendas, collating relevant papers and reports, taking formal minutes and follow up actions. 7. Ensure that visitors, members of the public and contractors are presented with a positive and professional image of the organisation. 8. Ensure that mail to the Local Office is received, sorted and distributed across the 3 HSC organisations and that necessary arrangements are in place to monitor and process outgoing mail for the 3 Organisations. 9. To act as a key contact point for issues relating to Multi-Function Devices in the Local Office including the reporting of faults and requisitioning of supplies.
Human Resource Management Responsibilities
To manage the staff providing reception services to the Local Office. 32. Review individually, at least annually, the performance of immediately subordinate staff, provides guidance on personal development requirements and advises on and initiates, where appropriate, further training. 33. Establish and promote a supportive, fair and open culture that encourages and enables all parts of the team to have clearly aligned goals and objectives, to meet the required performance standards and to achieve continuous improvement in the services they deliver 34. Promote a culture of openness and honesty to enable shared learning. 35. Encourage and empower other in their team to achieve their goals and reach their full potential through regular supportive conversation and shared decision making. 36. Adhere to and promote Organisational policy and procedure in all staffing matters, participating as appropriate in a way which underpins the SPPG's values.
Essential Criteria
1 a) 2 A levels, GCSE English and Maths or equivalent AND 18 months relevant experience* OR 1 b) Three years relevant experience* * Relevant experience is defined as experience in an office based environment to include managing staff, experience in facilities management and at Shortlisting by Application Form 8 | P a g e least 12 months experience in taking minutes and providing administrative support to meetings. AND Experience of using Microsoft Office, including Word, Excel and Power Point. Effective oral and written communication skills, as appropriate to meet the needs of the position in full. Ability to manage workload effectively and to meet strict deadlines. Ability to handle confidential information and at times difficulty situations with discretion and diplomacy. Ability to work on own initiative and as part of a team.
Desireble Criteria
Experience of creating, operating and analysing excel spreadsheets.