Business Support Officer

Provide comprehensive administrative support to the team ensuring communication between directorates, divisions and stakeholders Provide information and advice in a timely manner Provide an effective and professional service when liaising with colleagues, partners and the public using tact and diplomacy to encourage effective working when dealing with any communication difficulties Communicate with a wide range of health and other professionals both locally and nationally, advising on available methods and resources Manage incoming correspondence and emails, including that of a confidential and sensitive nature, exercising independent judgement in order to initiate appropriate action Liaise and negotiates with staff and project teams to support the efficient running of projects and business functions Make judgements and provide information involving a range of job-related facts or situations some of which require analysis and comparison of a range of options. e.g. monitoring financial budgets, highlighting any over/under spend and other issues to budget holder, resolving conflicting diary appointments and schedules when organising events, meetings etc. Assess and prioritise own workload within given timeframe, to meet business schedules Identify errors or problems, take action as necessary to resolve and/or notify line manager Monitor progress of defined aspects of specific projects and business processes, identifying problems or opportunities, take action as necessary and/or notify line manager Support projects developing and identifying resources required, ensuring all materials and resources are current and appropriate Provide high level administrative support to staff within the team/office Manage, organise and support the planning of complex meetings, events and conferences, including delegating duties as necessary, booking venue, arranging equipment and refreshments, preparing packs and registering attendees, this can involve the re-allocation of specific tasks to ensure deadlines are met Summarise correspondence, reports and compile letters, both routine and ad hoc, ensuring that deadlines are met Develop manage and maintain office systems, including paper and electronic files, ensuring that information is appropriately and securely stored, filed and retrievable Take and transcribe informal and formal minutes Organise and process hotel and travel arrangements on request Plans and organises defined aspects of project delivery under the guidance of the project manager Manage own workload and activities, including emails and diary management of other team members, Support and co-ordinate work plan for the Primary Care Division staff Liaise and support the organisation and coordination of services, such as internal and external reporting requirements of the team, ensuring team webpages are updated regularly etc Prioritise, prepare and dispatch documents as required Manage the coordination and dissemination of resources; including leaflets, campaign material and education resources Carry out other administrative tasks that fall within the competencies of the post holder in order to provide cover when required Set up and maintain internal and external distribution lists, such as Health Board activity data recipients