Business Support Officer

The company:

2gether Support Solutions is a new, wholly owned subsidiary of one of the largest NHS Foundation Trusts in the UK, East Kent Hospitals University NHS Foundation Trust (EKHUFT). The Trust established the company so that core facilities and support services can continue to be operated successfully with the added benefits that a private sector culture and approach can bring to enhancing and developing these services. The company remains 100% publicly owned, with the Trust as the only shareholder.

At 2gether Support Solutions we put customer service and quality at the heart of all that we do. We have strong social enterprise principles and the profits we make go back into supporting our staff, improving services for patients and other community activities in east Kent.

We are looking for a Business Support Officer to join us on a full-time basis at our Canterbury site.

As a Business Support Officer, you will be assisting the Executive Assistant to provide a comprehensive administrative, clerical support to the management team. You will be working in a team based administrative service providing support and ensuring continuity of service and to act as a point of liaison between Management, other staff and contractors.

The role:

Supporting the Executive Assistant with all secretarial/administration support and advice to the Senior Leadership Team and/or support a number of initiatives by:

Deputising for Executive Assistant in their absence.

Taking telephone calls for others in the department when they are out and expected to use initiative when dealing with phone calls and messages.

Undertaking all administrative duties such as photocopying, faxing and sorting and prioritising mail and e-mail, producing data, document formatting.

Managing the electronic diary for the SLT, including arranging and changing appointments, prioritising as appropriate.

Drafting agendas, take minutes of meeting, log actions, and collate all documents for those meetings.

Ensuring all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner.

Organising and planning events as directed, providing all necessary supporting materials

Supporting SLT in project management and participating in corporate events.

Inputting, monitoring and checking data collection of information produced and required performance monitoring.

Acting as a point of contact for teams, dealing and responding effectively with complex queries from stakeholders and passing on relevant information to appropriate team members sensitively and autonomously.

Supplying the relevant information required for financial management, supporting the head of department and teams by checking and sending invoices for payment. Responsible for ordering stationery and consumables for the department, ensuring they are kept securely.

Raising and monitoring of purchasing orders.

Developing and maintaining effective electronic and paper filing systems, to ensure that information is kept securely and is accessible to other members of the team.

Preparing agendas, taking minutes and distributing notes of meetings including typing up of group discussions and interviews as necessary.

Supervising day to day activities as directed by the Executive Assistant.

Designing and maintaining company intranet and website.

Administration of employee awards.

Working together with other administrators/PA’s within the Group to provide an effective network of communication.

Carrying out other appropriate delegated duties as required to a high degree of accuracy.

The candidate:

It is essential that you have...

Experience of a range of administration/secretarial procedures and practices

Experience of working for and within a team

Previous experience working within a similar role and/or busy administrative environment

Previous use and knowledge of Wordpress

GCSE in Maths and English or Equivalent

Good keyboard skills, and fully computer literate to include Word and Excel and use of software packages e.g. Microsoft outlook

Excellent minute taking skills

Excellent IT skills including understanding of social media and online sources such as intranet and internet.

Ability to prioritise workload and meet deadlines

Ability to communicate with, co-ordinate and liaise with a multidisciplinary team

Ability to remain calm in a busy environment whilst working under pressure

Able to make judgements involving facts or situations requiring some analysis

Data entry, text processing, storage of data, numeracy, accuracy and attention to detail

Ability to undertake surveys and audits as necessary to own work

Excellent organisational skills

Ability to use your own initiative

Good interpersonal skills and are adaptable

The successful candidates will be able to demonstrate that they;

Can make sound independent decisions ensuring that a quality service is provided at all times, whilst coping with a demanding workload

Have excellent time management skills

Are organised and can balance the varying components of the post

Why work for us?

We offer a range of excellent benefits including:

The opportunity to buy or sell up to 10 days annual leave each year

Training and Development opportunities

Career progression

Discount in selected high street retailers

Onsite childcare facilities (QEQM, WHH, KCH)

Cycle to work Scheme

Heavily Discounted Stagecoach Travel Cards

2gether Support Solutions is an equal opportunities employer and welcome applications from all suitably qualified persons regardless of their race, sex, disability, religion / belief, sexual orientation or age.

We reserve the right to close this advert early if we are able to appoint to the vacancy before the advertised closed date.

Please note your application will be processed through our applicant tracking system (TRAC).

We endeavour to respond to all applications within two working days of the vacancy closing date.