Business Support Services Team Lead

Job Description

Job Summary

As integral members of the Mary Ann Evans Hospice team the Business Support Services work together to provide support for all business and support services functions within the organisation. Their various duties include the administration and duties relating to book-keeping, payroll, HR, retail, purchasing, reception, training, facilities, catering, meetings, data and audit.

The role of Business Support Services Team Lead will offer leadership to the team ensuring that work is carried out effectively, efficiently, accurately and within a timely manner. They will seek to co-ordinate individual and team workloads and ensure cover is available as necessary.

They will also offer administrative support to the Chief Executive, Director of Clinical Services and the Board of Trustees. This will include managing diaries, fielding telephone calls, pre and post meeting administration and minute taking.

As the Business Support Services Team Lead is a senior position the post holder will demonstrate effective leadership skills, resource management and be a credible and professional role model.

Hours: 30 to 37.5 hours over 5 days

Closing date: 21st January 2025

Please complete an application form on NHS jobs at;

https://www.jobs.nhs.uk/candidate/search

Reference B0017-24-0005

Or request an application form from maehenquiries@geh.nhs.uk

Application via our website will be available from 6th January 2025 where you can find the full job description, person specification and application form.

http://www.maryannevans.org.uk/about-us/vacancies/

Please email applications to maehenquiries@geh.nhs.uk

Interview date: Friday 7th February

Principal Duties & Responsibilities:

Leadership & Management

1. To provide leadership to the Business Administration Team ensuring effective and efficient clerical and administrative support to support all functions within Mary Ann including accounts, payroll, facilities, education, and HR. Ensuring time and resources are managed through efficient teamworking.

2. To provider leadership to the Caretaker and Catering Supervisor ensuring that they carry out their roles effectively and efficiently.

3. To ensure safe, secure, and efficient office system management, filing and record retention is maintained.

4. To ensure safe, secure and efficient delivery of all facilities and food hygiene processes and that accurate filing and record retention is maintained.

5. To ensure sufficient cover is arranged for all duties including specific roles such as accounts, payroll, reception, housekeeping and catering.

6. To review all processes to ensure they continue to meet Mary Ann’s needs encouraging the team to contribute towards new ways of working which support organisational objectives and service improvement.

7. Ensure agreed polices, within area of responsibility, are adhered to and actively contribute to policy reviews and development.

8. Act as a credible role model to staff and volunteers.

9. To lead on induction of new staff and ensure all staff have a 3 month 1-1 recorded discussion, an annual appraisal, and that volunteers have an annual opportunity to review their role.

10. Ensure that staff and volunteers have a clear understanding of their duties and responsibilities and of the standards of performance and conduct expected of them – undertaking initial/informal stages of HR policies e.g. absence, performance management (capability); disciplinary and grievance investigations.

11. To promote incident reporting and support the development and implementation of action plans as a means of learning, improving and developing practice.

Senior Leadership & Board Support

1. To offer administrative support to the Chief Executive, Director of Clinical Services assisting with managing electronic diaries, telephone calls, post and other administrative roles ensuring that matters are handled effective, efficiently and in a timely manner

2. To offer, as required, administrative support to the Board of Trustees.

3. To provide administrative support for meetings including the preparation of papers, taking of minutes and post meeting administration.

4. To assist with the preparation of financial reports including management accounts and budgets.

5. To be diplomatic, discrete, and sensitive and maintain confidentiality appropriately.

· Communication & Relationships

1. To actively support other staff, as necessary, promoting an open and honest culture reflecting a “can do” attitude.

2. To actively contribute to Mary Ann and departmental meetings. Ensure team meetings are held monthly. Actively participate in meetings with Line Manager ensuring information is cascaded back to team where appropriate in a timely manner. Represent Mary Ann at specific external meetings when necessary.

Education, Professional Development & Training

1. Take every reasonable opportunity for maintaining, developing and acquiring competencies and skills for self-development, relevant to the role.

2. Participate in informal and formal education and teaching as required including supporting staff with new administrative skills and use of digital technologies.

3. Undertake all mandatory and statutory training in a timely manner.

Job Types: Full-time, Part-time

Pay: £32,324.00-£40,405.00 per year

Expected hours: No less than 30 per week

Benefits:

• Company pension
• Free parking
• Health & wellbeing programme
• On-site parking
• Sick pay

Schedule:

• Monday to Friday

Work Location: In person

Application deadline: 21/01/2025