Senior Business Support Officer
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Detailed job description and main responsibilities
Please refer to the attached job description and person specification for full details of responsibilities.
1. Analyse and present reporting data provided by external providers. Identify trends, and possible financial savings because of complex analysis.
2. Identify current processes and make recommendations for improvements. This includes processes that apply to Business Technology and Trust wide.
3. Create processes where identified they are missing. Assessment of complex processes and systems and break down into a clear process that can be followed and repeated.
4. Providing a single point of contact for all queries, service reviews, invoicing etc for suppliers.
5. Serve as a liaison between internal and external parties during contract development and negotiation stages.
6. Support leads within the Business Technology team with the negotiation of terms, conditions, and pricing, ensuring they are accurately executed and satisfied.
7. Follow up to guarantee contractual payments have been made.
8. Central point for raising and management of all team purchase orders and requisitions.
9. Responsible for coding of invoices and any functions relating to invoicing within Oracle.
10. Ensure excellent customer service by providing a professional and effective interface between the suppliers, CPFT staff and the Business Technology team.
11. Correspond with the internal CPFT communications team to provide updates and draft informational pieces on matters/projects within the Business Technology remit, in such a way that the information is understandable, non-technical (where appropriate) and can be distributed to Trust staff.
12. Act as a liaison for our external procurement services; ensuring our contractual obligations to suppliers are met, being involved in arranging preferred suppliers for certain equipment and updating the available hardware and software on the procurement catalogue.
13. Undertake leadership/management of junior team members.
14. Ensure regular supplier meetings are held to review service delivery. Hold regular meetings with the service managers to review supplier deliverables.
15. Provide clear statistical reports for service managers on the performance of suppliers.
16. Provide a comprehensive secretarial and administrative service for the Associate Director of Business Technology.
17. To attend associated meetings as required.
18. Arrange, monthly team meetings, monthly team site visits including venue, invites, minutes, actions and reports collation.
19. Capture minutes and actions at team meetings and others as required.
20. Be responsible for supporting the team through scheduled time allocation.
21. Create and maintain stock control and ordering processes using the Team Asset Manager (TAM) app as the centre point.
22. Design, develop and maintain user guides to support developed processes.
23. Third party account management.
24. Mailbox management and oversight
25. Provide training in aspects of administration and systems created.
26. Attention to detail and the ability to spot errors and inconsistencies.
Person specification
Education/Qualifications
Essential criteria
- University Degree/Relevant Experience
- Extensive Administrative Experience
- Excellent command of written English
Desirable criteria
- Business Admin/Management Qualification
- MS Office Qualifications
Experience
Essential criteria
- Experience of planning and organising own workload and of staff within own span of control
- Experience of supporting a multi-disciplinary team
- Building relationships with third parties
- Data Analysis
Desirable criteria
- Staff management
- Account management experience
Knowledge
Essential criteria
- Understanding of confidentiality and the importance of maintaining confidentiality for patients
- Advanced understanding of data analysis
- Excellent organisational skills
- Ability to work under pressure/stress, short deadlines
- Ability to work under own initiative
Other
Essential criteria
- Ability to work unsupervised and prioritise own workload.
Here at Cambridgeshire and Peterborough NHS Foundation Trust (CPFT) we are dedicated to providing high quality care with compassion. We deliver many of the NHS services that are provided outside of hospital and in the community such as physical, mental health and specialist services.
We are a health and social care organisation, offering a wide range of services, including:
- Integrated physical and mental health services for adults and older people;
- Specialist mental health and learning disability services;
- Children and young people's mental health services;
- Children's community services in Peterborough;
- Social care;
- Ground-breaking research
We strongly encourage applications from all sections of the community, particularly from under-represented groups including disabled people and members of our ethnic minorities and LGBTQ+ communities. For further information about our positive equality, diversity and Inclusion work, please visit https://www.cpft.nhs.uk/equalityanddiversity.
CPFT is looking to build upon its pool of temporary workers with Temporary Staffing Services (TSS). You will be asked at interview if you would be willing to register with TSS. This is an excellent opportunity for those looking to take on additional hours that are flexible around your personal circumstances.
Please be advised that in line with the WHO Health Workforce Support and Safeguards List, 2020 Cambridgeshire and Peterborough NHS Foundation Trust currently are unable to accept applications from overseas candidates whose country of residence is classed as a 'Red List' country.
Applicants who require entry into the UK will be required to provide a valid police certificate from the relevant authority from each country (except the UK) where the applicant has been present for 12 months or more, 10 years before the date of visa application, while aged 18 or over.
If you are successful at interview you will be subject to pre-employment checks, including a DBS (if appropriate), references and Occupational Health. To ensure a smooth process please bring all identity documents to your interview. A list of required identity documents will be attached to your interview invitation.
All communications will be sent to you via TRAC Systems. By applying for this post you are agreeing to CPFT transferring the information contained in this application to TRAC. If you are made an offer, information will also be transferred into the national NHS Electronic Staff Records system.
Employer certification / accreditation badges
Documents to download
- Senior Business Support Administrator (PDF, 376.6KB)
- CPFT Values (PDF, 114.7KB)
- CPFT Mindful Employers (PDF, 51.3KB)
- CPFT Accommodation (PDF, 296.6KB)