Business Support Officer

As a Business Support Officer, you will provide effective and professional administrative support to help ensure the smooth and efficient operation of our services.

You will follow established processes to manage a range of administrative tasks, maintaining accurate records across office systems, databases, files and trackers. You will monitor inboxes, post and telephone enquiries, providing routine advice and guidance, responding to queries and ensuring more complex matters are directed to the appropriate colleague and followed through to completion.

The role will involve organising meetings and events, coordinating room bookings and calendars, preparing agendas and papers, and ensuring information is circulated in a timely manner. You will also prepare standardised documents, including induction and onboarding materials, course joining instructions and recruitment documentation.

You will input and collate data, produce basic reports and provide day-to-day support to colleagues and your supervisor.

We are looking for someone who is organised, professional and approachable, with a flexible and positive approach to supporting the needs of the wider team.

For further information, please refer to the attached job description.

Job Purpose

The

role holder will provide a clearly defined business administrative support

service to Primary Care Networks, other primary care providers, such as GP

Practices and Conexus corporate and operational clinical services as part of a

team of business support officers.

Specific Role Responsibilities (the following outlines the key

responsibilities which the business support role holder will be required to

undertake regardless as to which support team they are working within).

The post will evolve as we develop our

services, but the role holder will be required to undertake the following

Follow defined administrative processes to

progress and complete tasks

Maintain and update records on office

systems, databases, files and trackers

Monitor email inbox, post and office calls,

deal with routine enquiries and queries and signpost and progress to others as

required

Provide routine advice and guidance on

documented company processes and procedures

Assign more complex queries to the most

suitable person to be able to deal with them. Follow up where required to

ensure that the task is completed

Arrange meetings and plan events as required,

liaising with room bookings and updating calendars, ensuring that all documents

are circulated in a timely manner and participants have all the details they

need in advance

Prepare documents, agenda and papers for

meetings

Draft and prepare templated documentation

following standardised processes, eg, induction and onboarding, joining

instructions for courses, recruitment and selection etc.

Format and collate data where required to

support office processes

Input data and generate basic reports, eg, to

be used at meetings

Provide support to colleagues and supervisor

as required

At all times, act in a professional and

polite manner

Support the work of the wider team and

organisation, operating flexibly where there is a need to do so

Any other duties and responsibilities

commensurate with the nature and level of the role

Other duties may be required to meet the

responsibilities of the post and the requirements of the organisation and the

primary care networks. You will work as part of the wider Business Support team

to support other business areas during absence or annual leave of other

business support colleagues.

Core Competencies

The

role holder will be required to meet the following core competencies for a role

within the assigned Group B

Ability to work across different settings

The

role holder will be required to demonstrate an insight into different areas of

the organisation and across the wider primary care community in which the role

will operate including Primary Care Networks, Human Resources, Training and

Development, GP Care Wakefield and associated clinical services, finance,

communications and marketing and corporate services.

Understanding of the service to be provided

The

role holder will be required to demonstrate an understanding of the purpose of

the business support role provided and insight into the role of the support

services function which includes HR, Finance, Corporate Services, PCN and GP

Support and Training and Development.

The role holder will be required to demonstrate an understanding of

providing a customer centred approach to the role and be able to respond

effectively and professionally to those who use and require your services.

An

ability to understand the end users specific needs and expectations will also

be important to assist in responding appropriately to their enquiries.

Ability to consistently follow and apply policies and procedures

The

role holder will be required to develop an understanding and consistently

follow company policies and procedures and systems relevant to the role (for

example People HR, use of Microsoft Office, finance databases etc) and provide

advice and information to others within the organisation, seeking direction

from their line manager when an issue may require escalation. The role holder will be able to identify

simple information in policies and procedures and direct other staff members to

where such documents can be found and accessed.

Use of terminology, systems and IT

The

role holder will be required to demonstrate and apply a general understanding

of organisational use of terminology (for example acronyms, and language

frequently associated with support services (eg Care Quality Commission,

General Data Protection Regulations (GDPR), PCNs, GPs, etc).

An

acquired understanding of systems and IT solutions is a key element of the role

(for example Microsoft packages, Emails, People HR, Local Management System)

and be confident in their use, following the appropriate training.

Supervision

and Relationships

The

post is closely supervised by the Business Support Coordinator. The role holder will be required to attend

regular meetings with their immediate supervisor and is able to access support

from the wider team.

The

role holder will be required to demonstrate that they are able to build

effective relationships with their colleagues and team members, end users of

the service, external parties (such as job applicants, contractors, suppliers,

GP Practice staff, wider NHS staff (including the Integrated Care Board).

Working Arrangements

The

post holder will have a base at Sandal Castle Medical Centre but will be

required to work flexibly in a hybrid working manner which may include some

working from home.

As

the role requires the postholder to commute across the Wakefield District

applicants should either hold a full driving licence, which is valid in the UK,

and hold the relevant car insurance to cover travel for business purposes or can

be mobile by using other modes of transport for which reasonable expenses will

be payable.

Conexus Healthcare is a community interest company and the federation for general practice in Wakefield. We support practices and Primary Care Networks (PCNs) across the district to deliver excellent care to our communities.

Qualifications

Experience

Attributes