Business Support Manager / PA inSheffield inSheffield PUBLISHED TUE 21 JAN 2025

The post will provide comprehensive and highly professional senior programme administration to the Place Executive Director and Senior Management Team. Ensure working practices are maintained within the ICBs agreed methodology in the completion of documentation, information collation, reporting and the scheduling and maintenance of meetings and workshops.

The post holder will be highly flexible and must demonstrate excellent organisational and secretarial skills and have the ability to work independently, managing highly sensitive and confidential information, using discretion and judgement.

The post holder will be the first point of contact for the Sheffield Place Senior Leadership Team for all communication both from internal and external sources /partners including non NHS organisations.

If you have used any Artificial Intelligence (AI) programmes, such as ChatGPT, to support your application, please declare this at the start of your supporting statement.

Interview date: TBC

The Post holder will:

Lead and oversee the organisation and running of the Place Executive Director's Office including line management of the Place Administration team.

The post holder must be self-motivated and able to use own initiative as well as working as part of the SYB ICB administrative team. Duties will include personal assistant support; diary management, travel arrangements and travel budget management, business support; developing papers for committees and boards with and on behalf of the Senior Leadership team, monitoring the progress of various projects / business cases.

Organise and manage documentation for meetings and events, including preparation of agendas and minutes of meetings, tracking actions and timeframes as appropriate. Attending and minuting Board and Committee level meetings.

• Ensure all attendees have been briefed and have the required documentation for all meetings/events.

• Act as administration lead for all incoming issues to the Senior Leadership and teams mailbox, dealing with these appropriately and in a timely manner.

• The contact point for the team, dealing with and responding effectively to complex queries from stakeholders and passing on relevant information to appropriate team members sensitively and autonomously. Ensuring appropriate and timely responses to all relevant correspondence.

About us

• Corresponding to complex and sensitive information and issues, including briefings and reports to the Place Executive Director and Senior Leaders Team as appropriate.

• Organise and produce reports, papers, presentations, and other similar documentation in accordance with organisational timeframes.

• Effectively manage electronic diaries for the Place Executive Director and Senior Leadership team exercising judgement and identifying priorities. Diary commitments encompass, regional and national appointments requiring excellent organisational and coordination skills to proactively manage appointments and ensure necessary travel arrangements are in place.

• Support team members to understand their individual priorities and work requirements.
• Support the management of activities, gathering information, updating documentation and undertaking enquiries as necessary for the activities lead.
• Understand, highlight, and document activities risks, issues and actions, ensuring early identification and proactive mitigation where possible, and ensuring concerns are escalated promptly.
• Undertake other duties as deemed appropriate to the role which may include cover arrangements for the formal Board and Committee meetings that will include minute taking / meeting admin management.

• Be required to travel across SY ICB as required to attend meetings as delegated by the Senior Leadership team.

Communication and relationships

• Act as a contact point for teams, dealing with and responding effectively to complex queries from stakeholders and passing on relevant information to appropriate team members sensitively and autonomously.
• Ensure appropriate and timely responses to all relevant correspondence.
• Draft routine responses and ensure that all correspondence is accurate and delivered in a timely manner.
• Act as a key member of the team to support effective communication and stakeholder management both internally and externally.
• Operate in a highly political and sensitive environment.
• Communicate complex and sensitive information and issues, including briefings and reports to managers and project leads as appropriate.
• Act as administration lead for all incoming issues to Senior Managers and teams mailbox, dealing with these appropriately and in a timely manner.
• Act as a filter for incoming calls to the Private Office, relaying messages accurately and promptly and if possible, solve simple queries. Where appropriate redirect to other senior staff, proactively seeking information and passing it on as necessary.

Analytical and judgement

• Handle significant quantities of confidential and sensitive information on behalf of the Senior Managers, always ensuring the appropriate degree of confidentially and discretion is adopted at all times.
• Work with all team members in the collection and analysis of information for performance reporting on relevant team projects.
• Undertake reporting and analysis of information to support delivery, including running and collating reports to the board and senior management as required.
• Use independent judgement and initiative to prioritise the high level completing demands to ensure an appropriate balance in the daily scheduling in line with preferences, responsibilities or project plans.

Planning and organisation

• Organise and manage documentation for meetings and events, including preparation of agendas and minutes of meetings, tracking actions and timeframes as appropriate.
• Ensure all attendees have been briefed and have the required documentation for all meetings/events.
• Organise and produce reports, papers, presentations, and other similar documentation in accordance with organisational timeframes.
• Provide effective diary management for Senior Managers and the team, ensuring that appointments are planned and coordinated, and run to schedule
• Organise and plan meetings and events as directed, including sending invitations, booking venues, making travel arrangements, arranging speakers and providing relevant papers and material. Provide high quality support to ensure they are managed and delivered effectively.
• Support team members to understand their individual priorities and work requirements.
• Support the management of activities, gathering information, updating documentation and undertaking enquiries as necessary for the activities lead.
• Understand, highlight, and document activities risks, issues and actions, ensuring early identification and proactive mitigation where possible, and ensuring concerns are escalated promptly.

Physical Skills

• A requirement for speed and accuracy when capturing minutes in meetings via typing.

Patient/Client Care

• Contact with service users via telephone providing non-clinical information or advice.

Policy and Service Development

• Propose changes to own projects, the working of the secretariat and administrative processes, which may inform policy and make recommendations for more effective delivery as and when required.
• Contribute to the review and development of existing project information management systems.
• Work with managers and colleagues to continually improve the quality of services within the overall organisational governance frameworks and corporate objectives.

Finance and Physical Resources

• Continually strive to deliver business and function outcomes, ensuring value for money and greater efficiency.
• Contribute to the financial delivery of the service, ensuring it is cost effective and delivered on time.
• Supply relevant information required for effective financial management. Support the Head of Department and teams by raising purchase orders and checking invoices for payment.

Human Resources

• Provide specialist training, advice and support on own area of responsibility where necessary.
• Support training and induction of new and existing staff.
• Supervise the team on their day-to-day activities.
• Participate in the recruitment processes of support staff.

Information Resources

• Assist with the setting up and management of effective business processes to facilitate the smooth running of the private office.
• Develop and implement robust work processes and systems to ensure timely delivery against deadlines.
• Develop and maintain effective electronic and paper filing systems, to ensure information is kept securely and is accessible to other members of the team.
• Work with all team members in the collection of information for performance reporting on relevant workstreams.
• Develop and maintain databases as required by the role.
• Contribute to effective information management within the team.
• Maintain up to date, accurate and comprehensive contact details for key stakeholders associated with the work stream.

Research and Development

• Undertakes surveys and audits as necessary to own work.
• Enable processes for sharing learning and outcomes.

Freedom to Act

• Autonomously undertakes work that is managed; guided by the defined organisational policies and referring to managers when needed.

• Physical Effort

  • The postholder will be mostly sitting, standing and walking daily as they undertake the general administrative tasks including using the computer, filing, photocopying etc.

  Mental Effort

  • The pattern of work will be largely predictable as the postholder will be regularly undertaking routine administrative tasks.
  • There will be a requirement for frequent concentration when completing tasks such as inputting and checking data, undertaking minutes etc.

  Working Conditions

  • The postholder will use visual display units (computers, smart boards, projectors etc.) daily.
  • General office conditions.

  The post holder will:

  • Develop a culture that promotes equality and values diversity. The post holder must be aware of and committed to the Equality and Diversity policies of NHS South Yorkshire ICB, comply with all the requirements of these policies and also actively promote Equality and Diversity issues relevant to the post.
  • Ensure the principles of openness, transparency and candour are observed and upheld in all working practices.
  • Ensure that any infection prevention and control issues are reported to their line manager/Infection Prevention and Control.
  • Be aware of and adhere to the provisions of the Health and Safety at Work Act and to ensure their own safety and the safety of colleagues and patients.
  • Maintain confidentiality at all times.
  • Comply with mandatory training requirements and ensure that adult safeguarding is embedded as an essential part of their daily practice. Safeguarding is everyones business and staff within the organisation have a particular responsibility to ensure all safeguarding concerns are responded to effectively and efficiently in accordance with the local Safeguarding Adults Board Policy and Procedure.
  • Ensure that their actions support the aim of the organisation in ensuring that all children up to the age of 18 years are protected from significant harm, abuse and neglect, within the framework of multi-agency Child Protection services established in the Guidelines and Procedures issued by the Area Child Protection Committee.
  • Ensure that their actions support the aim of the organisation in ensuring that all vulnerable adults are protected from significant harm, abuse and neglect, within the framework No Secrets which provides guidance on developing and implementing multi-agency policies and procedures to protect adults "at risk".
  • All staff must follow their professional Code of Conduct where relevant, e.g. NMC, GMC, CMIPD, CMIOSH.