Job overview
We are seeking a highly organised Business Support Administrator – Governance Coordinator/Therapies Directorate to join our Business and Improvement Team. This pivotal role supports the Directorate Lead, Governance Lead and the Therapies Leadership Team delivering efficient and effective business support services aligned with key operational and performance goals.
The post holder will have previous experience of supporting senior managers and have excellent communication skills, be proficient in Microsoft Office, SharePoint and data presentation tools and the ability to work independently, managing competing priorities.
You will work closely with the Assistant Business Manager and other Business Support Administrators to design and implement administrative processes that support HR, governance, finance, and performance management across the Directorate. The role also includes line management responsibilities of the Clinicial Team Administrator, project support and maintaining digital systems such as SharePoint and MS Teams.
The post will have a flexible approach and be able to travel to other sites across East Lancashire NHS locations.
Working hours are between 8.00 am and 4.30 pm, Monday to Friday.
Main duties of the job
* Provide comprehensive administrative support for governance and quality assurance activities, including planning and minuting meetings such as CEG, Governance, and Patient Experience.
* Organise and manage diaries, meetings, and communications for the Governance Lead and Therapies Lead.
* Maintain and develop SharePoint and other web-based systems for the Directorate.
* Support HR processes including recruitment, induction, and attendance management via E-roster.
* Collate and present performance data using tools such as Power BI and dashboards.
* Line manage the Performance/Improvement/Professional Development Administrator, offering coaching and mentoring.
* Assist with complaints handling, charitable funds processing, and internal communications including newsletters and social media updates.
* Ensure effective file management and communication systems are in place and maintained.
Working for our organisation
East Lancashire Hospitals Trust, our vision is to be widely recognised for providing safe, personal and effective care. We currently provide high quality services and treat over 600,000 people across East Lancashire and the surrounding area.
We employ over 7,000 staff, many of whom are internationally renowned and have won awards for their work.
Detailed job description and main responsibilities
The post holder will work as part of the Therapies Business and Improvement Team, contributing to the development and delivery of standardised administrative processes across the Directorate. Responsibilities include:
* Supporting the Governance Lead in delivering key governance functions and ensuring timely distribution of meeting agendas, papers, and action notes.
* Managing sensitive information related to staffing, finance, and complaints with discretion and professionalism.
* Coordinating complex meetings involving internal and external stakeholders, ensuring all logistical and documentation needs are met.
* Producing reports, presentations, and data visualisations to support performance monitoring and strategic planning.
* Maintaining accurate records for HR processes including sickness, annual leave, and recruitment documentation.
* Facilitating induction and training programmes for new staff and supporting ongoing development within the admin team.
* Promoting equality, diversity, and inclusion in all aspects of the role, and acting as a role model for professional conduct and Trust values.
* Supporting business continuity and major incident planning through robust administrative systems and procedures.
Person specification
Qualifications
Essential criteria
* GCSE Level 4 or equivalent in English Language & Maths
* NVQ Level 3 Business Administration or equivalent level of experience or education
* T-Levels/NVQ/BTEC Level 3
Desirable criteria
* Leadership or Management qualification eg. Action Centred Leadership
Experience
Essential criteria
* Experience in a similar role with in-depth knowledge of Business Administration systems and processes
* A proven record of being able to work within set timeframes working to priorities and deadlines.
* Proficient in the use of Office 365/MS Teams, including intermediate Word, Excel, PowerPoint & relevant software.
* Ability to collate and present data information in a variety of ways i.e., tables, charts, graphs.
Desirable criteria
* Previous experience of working in the NHS or similar organisation.
* Experience of administrative staff management, including sickness absence, training and development and performance management i.e., 1:1’s, appraisals
* Project support and management of associated documentation
Knowledge and Skills
Essential criteria
* Effective communication and inter-personal skills with the ability to negotiate and work through complex problems with a range of staff across multiple services.
* High level of organisational skills and the ability to work autonomously and manage the allocation of workload across individuals.
* Able to produce clear and accurate written and verbal documentation.
* Knowledge and understanding of confidentiality & GDPR
* Ability to work effectively as part of a team.
Personal Attributes
Essential criteria
* Value difference, diversity and inclusion and ensure fairness for all
* Flexible and adaptable to meet the changing needs of the service, taking on board new ideas, skills, and knowledge.
* Ability to understand and comply with detailed procedures.
* Commitment to continuous professional development
Other
Essential criteria
* Ability to travel between sites in a timely manner as required in accordance with the agreed job plan
* Ability to work flexibly to meet the needs of the organisation.