Business Support Officer

Contents

• Location
• About the job
• Benefits
• Things you need to know
• Apply and further information

London, Reading

About the job

Job summary

In DHSC, we are proud of our purpose – to enable everyone to live more independent, healthier lives for longer. To achieve this, and create a great place to work, we have four values: we are inclusive, we constantly improve, we challenge, and we are agile. If this sounds like an environment you’d like to work in, we’d love to hear from you.

The OHID South East Region Team is looking for an enthusiastic Business Support Officer to help with the daily running of all business support matters. The postholder will be supporting the South East Health and Wellbeing colleagues and providing personal assistant (PA) support to Senior Leadership members (as required). The successful candidate will gain a unique insight into a broad and interesting portfolio of work as they support the daily running of the team.

You will work closely with a small, friendly, and supportive business support team to effectively develop, progress, and promote the work of the South East regional OHID team. The role will also work closely with regional business support functions across the country to support strong operational delivery. This is a varied and challenging role, and the successful candidate will develop a wide range of transferrable skills which will be useful in subsequent roles.

Job description

The post holder will provide day-to-day business and PA support to the Directorate and senior management team. They will maintain effective working relationships with a variety of stakeholders both internal and external to the organisation. The post holder will work with minimal supervision and be expected to work flexibly as part of a multi-disciplinary team providing a wide range of specific administrative duties. The post holder will work with colleagues who are based across the country at different sites and/or who work remotely.

The individual should be enthusiastic with a pro-active and flexible approach to their work and the ability to work independently and under minimal supervision. The post holder will be expected to demonstrate strong communication and written skills as this role will require communicating on a regular basis with a wider range of staff and stakeholder across multiple organisations at all levels.

Person specification

Administrative Support

• Provide comprehensive administrative support to teams across the Region.
• Lead and act as a central coordinating point of contact for a range of business administration activities. This will include delegated lead responsibility for certain corporate function processes.
• Provide PA and general business support to Deputy Regional Director and Deputy Director
• Communicate and engage effectively with a range of people, including internal and external staff and stakeholders. This will include dealing with stakeholder enquiries promptly and courteously referring to the relevant lead where appropriate.
• Responsible for the organisation of meetings and events and production of reports, papers, minutes and updating action logs as required. This will include providing secretariat support to internal meetings and networks as required.
• Support the development of systems and procedures where necessary to ensure efficiency, quality and cost effectiveness across the business support and administration function.
• Participate in relevant internal working groups/projects, services and initiatives across the organisation representing the Team or Region.
• Carry out timely and accurate information analysis and reporting on agreed areas of their working area and present findings in an agreed manner. This will include developing and maintaining databases as required by the job using a variety of digital and IT applications.
• Contribute to effective information management and assist with the dissemination and/or collation of information/returns, in a timely manner.
• Responsible for organising and controlling own workload ensuring deadlines are observed and duties performed efficiently.
• Provide cover as directed by line manager for other members of the team in their absence and assist with their workloads as necessary.

Project Support

• Undertake project support in the absence of a dedicated project support role in the structure, responding to information requests and other tasks which will involve meeting tight deadlines. This will include: supporting elements of projects as directed by the relevant lead or project manager; maintaining project plans; supporting the provision of management information; and participating in working groups.

Financial and Resource Management

• Support effective budget management, in liaison with the Budget Manager, including overseeing the purchasing and receipting of goods/services
• Support the end of year accounting process.

Leadership and Management

• Be a visible, positive and competent role model and motivator, and provide training, advice and support in own area of responsibility.
• Undertake effective line management of staff within area of responsibility, including: undertaking regular performance development discussions, ensuring direct reports have access to appropriate training and induction; progressing any disciplinary or capability issues, as necessary; and participating in the recruitment process of administrative staff.
• Supervise and support the administration officers on their day-to-day activities.

Communication and Key Working Relationships

• The post holder will develop effective working relationships and communicate regularly with a wide range of internal and external colleagues and stakeholders.

Personal and Professional Development

• Undergo a programme of on-going development and education to build on existing knowledge and develop skills to meet the behaviours and competencies required to undertake the role.

Other

• This document provides an outline of the tasks, responsibility and outcomes required of the role. The job holder will carry out any other duties that may reasonably be required by their line manager.
• The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the team, Region and the Organisation.

Key Skills and Experience:

• Can work well in a team environment, promoting diversity, inclusion and equality of opportunity, respecting difference, and other people’s experiences.
• Recognises the importance of discretion, tact and diplomacy in managing sensitive, personal, and confidential matters.
• Can very confidently use Microsoft Office programmes such as Outlook, Word, Excel, PowerPoint & Teams and is comfortable using or willing to learn online programmes e.g., SharePoint.
• Shows good judgement and approach to situations, tasks and problems and a self-starter who can work independently.
• Has good organisational, time management and planning skills, being able to prioritise competing priorities and multitask with an ability to deliver to tight deadlines quickly and effectively, whilst remaining professional in a pressured environment.
• Has the leadership and line management qualities to successfully and compassionately lead, manage and develop junior staff.
• Significant administrative/ secretarial experience including developing, implementing and maintaining office systems and handling sensitive information.
• Experience of organising meetings and producing supporting paperwork, including agendas and taking minutes/action notes.
• Experienced at working under pressure handling multiple tasks and prioritising own workload.
• Can work without supervision working to tight and often changing timescales.
• Has an ability to use finance systems.

DHSC currently operate a hybrid model of working. This role will require occasional travel to our London offices.

Your normal place of work will be your contractual primary workplace. Within DHSC we offer non-contractual hybrid working. The expectation at present is a minimum of 60% of your working time spent in the office, enabling in person interaction and collaboration and enhancing team working, learning, and support. 

You will be asked to express a location preference during the application process. Please be aware that this role can only be worked in the UK and not overseas and some travel may be required across the DHSC estate. 

Opportunities for some working from home may be available; other flexible working options may be discussed with the hiring manager in line with individual circumstances and business need. 

There are a limited number of DHSC colleagues who have existing agreed homeworking contracts resulting from Our Future Estate Programme 2023-2024. Colleagues covered by these arrangements are eligible to apply for this role whilst continuing their agreed existing home working arrangement. Occasional travel to DHSC offices or other locations may still be required according to business need. Travel and subsistence will be provided in line with the pre-agreed homeworker arrangements. 

Behaviours

We’ll assess you against these behaviours during the selection process:

• Working Together
• Managing a Quality Service
• Delivering at Pace

Benefits

Alongside your salary of £27,079, Department of Health and Social Care contributes £7,311 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

• Learning and development tailored to your role
• An environment with flexible working options
• A culture encouraging inclusion and diversity
• A Civil Service pension with an average employer contribution of 27%

The Civil Service welcomes applications from people who have recently left prison or have an unspent conviction. Read more about prison leaver recruitment (opens in new window).

Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Contact point for applicants

Job contact :

• Name : Harriet Adams
• Email : [email protected]

Recruitment team

• Email : [email protected]

Further information

If you feel your application has not been treated in accordance with the Recruitment Principles and you wish to make a complaint, in the first instance, you should contact the DHSC Central Recruitment Team at [email protected]

If you are not satisfied with the response you receive from the Department, you can contact the Civil Service Commission: https://civilservicecommission.independent.gov.uk/contact-us/

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