Band 4 Corporate Business Officer

Band 4 Corporate Business Officer

Location: Linenhall Street

Pay Per Hour: £13.57

Hours: 37.5 hrs per week

JOB SUMMARY/MAIN PURPOSE:

The post holder will form an integral part of the business support function within the Finance and Corporate Directorate of the Strategic Planning and Performance Group (SPPG) of the Department of Health. They will have the responsibility of providing an efficient and effective business support function on behalf of and to support the Director and Senior Managers. Corporate Business Officer roles and responsibilities may also include providing support in other Corporate areas which include but not limited to Medical Record Requests and Premises/Estates.

MAIN DUTIES / RESPONSIBILITIES

1. To provide high quality, routine administrative support within Corporate Business as required i.e. servicing meetings, data inputting, filing, photocopying, scanning, printing and binding, ensuring effective use of SPPG resources.
2. To undertake typing and word processing duties as required, including minutes taking transcribing minutes, reports and letters.
3. To ensure appropriate files and information are available for the Senior Managers for meetings and appointments and operate an efficient bring forward system as required.
4. To prepare PowerPoint presentations for use at senior-level. This includes scrutiny of data for inclusion in presentations, identifying any issues in relation to accuracy of the data and bringing these to the attention of relevant stakeholders as required.
5. To prepare, and produce reports / dashboards in correct format as required within agreed deadlines.
6. To be responsible for the management of the calendars/diaries of senior managers within the Directorate including providing details of availability to meeting organisers.
7. To be responsible for agreeing, maintaining and issuing schedules for recurring meetings.
8. Provide Personal Assistant/secretarial support to Directors / Chief Operating Officer as required.
9. To manage a "bring forward" system and ensure effective monitoring by undertaking the necessary action in order to comply with deadlines.
10. Ordering and maintaining appropriate stationery supplies ensuring VFM as appropriate and required.
11. To be responsible for the development, input management and maintenance of corporate business databases such as goods and services expenditure, gifts and hospitality, declarations of interests etc.
12. To plan and co-ordinate conferences, workshops and events involving liaison with a wide range of stakeholders such as Trust and DoH colleagues (arranging appropriate venue, coordinating travel arrangements, hospitality and resources).
13. To organise travel arrangements for the Senior Managers, including booking flights, transfers, hotels and meeting accommodation as well as preparation of itineraries.
14. To establish and maintain effective communication systems within the team and other directorates both internal and external.
15. To manage and update the Directorate organisation chart on an ongoing basis to ensure it reflects the current structure and includes details of vacant posts.

ESSENTIAL CRITERIA

If you are interested and available for this position, please upload your CV to the link or contact [email protected]

To be shortlisted for this role all applicants MUST meet the essential criteria. Please note that these roles may be filled quickly but your CV will be kept on file for future similar roles. As there are so many applications, unsuccessful candidates may not be contacted.

Successful candidates may need to apply for an Access NI Certificate with Staffline regardless if you already have a valid certificate. It will be a cost of between £16 - £32 depending on clearance level.