Business Services
Business Support Administrator
6 Months Secondment / Fixed Term Contract
Part Time: 19 hours per week
Band 4 – Salary Scale: £19,202 - £22,236 pro rota
Location: Gyle Square, Edinburgh
As a vital part of NHSScotland, NHS National Services Scotland’s mission is to enable and support the delivery of better health and better care working in partnership. We do this by providing a range of specialised support services that enable NHS Boards to focus their efforts on delivering health improvement and patient care.
NSS Business Services delivers comprehensive Finance, Facilities and Programme Management Services to all parts of NSS and, on a smaller scale, to third party customers.
You will provide a full administrative service to the Business Services, Business Support Manager. Duties will include providing full functional and technical support for the Facilities Property Management System (Mass), assisting with all office functions such as ordering of goods and services, processing invoices, arranging travel, use of HR systems for flexible working, maintaining diaries, coordinating meetings, taking minutes and following up actions. You will also contribute to the corporate initiatives agenda, assisting with Freedom of Information and Data Protection requests, the Equality & Diversity agenda and any other corporate initiatives. You will also maintain manual and electronic filing systems, update relevant databases and provide assistance to any projects undertaken by various Business Services Teams.
You will have a HNC/D or equivalent in relevant discipline. Experience in an administrative post is essential. Confident use of the internet and IT technology is also essential. You will be a proactive and self-motivated individual, paying attention to detail. Excellent time management and organisational skills are vital to enable you to prioritise effectively and work to strict deadlines. Excellent interpersonal skills and teamwork are also essential to make your role effective.
The post is based at Gyle Square in Edinburgh.
The successful candidate(s) must comply with the Mandatory Induction Standards and with the Code of Conduct for Healthcare Support Workers.
Our benefits package includes final salary pension scheme, comprehensive range of work life balance policies, occupational health services, learning resource centres and discounted leisure, financial and shopping benefits.
For an informal discussion on the post, please contact Dawn Galloway, Business Support Manager on 0131 275 6781.
For an application pack please complete the online application form on the SHOW website Ref G22723.
Closing date for completed applications is 12 noon on 20 May 2014
Please note that only those applicants called for an interview will be contacted. If you have not received a response within 4 weeks of the closing date, please assume that you have been unsuccessful on this occasion.
Further information on NSS is available from:
NHS National Services Scotland is the common name of the Common Services Agency for the Scottish Health Service.
NHS National Services Scotland is an equal opportunities employer.
Candidates with disabilities who meet the minimum selection criteria will be guaranteed an interview.
Appendix C
National Services Scotland
JOB DESCRIPTION
The following provides guidance on development of Job Descriptions. This guidance should be used when completing the Job Description Template.
1. JOB DETAILSThe information required in this section is straightforward and is required primarily for administration.
Please complete all sections apart from the job reference and note that the job holder(s) should not be named. It is intended that job descriptions will be anonymous for banding purposes. The Agenda for Change Team will devise a confidential system to link job holders with their job descriptions and accordingly will complete the job reference.
Job Title: / Business Support Administrator
Immediate Senior Officer/Line Manager: / Business Support Manager
Department(s): / Facilities Management
Division: / Corporate Support Services
Job Reference:
2. JOB PURPOSE
To provide a full administrative support service across the Facilities Management Department in order to enable the department to effectively deliver its customer services and business objectives.
3. DIMENSIONS
The postholder is required to raise and receipt orders through the Pecos system and has authority to order goods/services of up to £350 per order.
- ORGANISATION CHART
- ROLE OF THE DEPARTMENT
The NSS corporate Facilities department exists to enable NSS operating Divisions and other stakeholders to focus on delivery of their core business and to support the Chief Executive, NSS Board and Scottish Executive Health Department by:
- Developing and implementing a strategic plan for the NSS estate which will provide a flexible and sustainable working environment for NSS operating Divisions, staff and other stakeholders;
- Developing and implementing innovative and effective accommodation strategies for NSS properties and facilities to enable optimum utilisation of available resources;
- Directly managing all NSS estate activities and the delivery of a comprehensive range of professional, efficient and cost-effective “hard” and “soft” FM services across the NSS estate on behalf of NSS and other stakeholders. “Hard” FM services include property management, building maintenance, landlord/tenant issues, rent and rating reviews etc. “Soft” FM services included, cleaning, catering, reception, security, mail, portering etc.;
- Project management and delivery of all property and related capital projects;
- Developing policy, setting standards, promoting and monitoring the professional management of the NSS estate and the delivery of FM services to stakeholders;
- Ensuring that NSS accommodation is provided and maintained in a condition fully compliant with Health & Safety, environmental, building and all other statutory regulations, codes of practice, clinical and licensing requirements, SEHD directives etc., in support of NSS Corporate, Staff and Clinical Governance obligations;
- Providing a corporate “intelligent client” function that is the NSS centre of FM expertise in relation to strategic planning, estate management, engineering, accommodation services;
6. KEY RESULT AREAS
1.Provides full functional and technical support for the Facilities Property Management System (MASS)
This includes:
- Administer, maintain and monitor the background data and online database in order to ensure an essential tool for effective maintenance management.
- Act as a technical liaison for the NSS Facilities Management team to ensure the provision of an efficient service to stakeholders.
- Liaise with FM staff, site contacts, contractors and suppliers as required, to support the delivery of FM and NSS business objectives.
- Install, test and apply software upgrades and fixes to ensure the system is always current and effective.
- Ensure that there is sufficient planning to ensure that any issues or upgrades are addressed/applied with minimum disruption to the customer.
- Provide ongoing development and maintenance of scheduled and ad hoc reports for NSS Facilities Management team to ensure effective measurement of service level provision and reporting against Key Performance Indicators
Raise purchase orders, process invoices to ensure payment, investigate for discrepancies, confirm payment dates, complete month and year end accruals. Responsible for booking all travel and accommodation.
Procure and source technical equipment and supplies for FM teams ensuring deliveries are made on time. Assist the FM project team by sourcing products and information to be delivered within project timescales and assist with project financials
Will ensure Standing Financial Instructions are adhered to for all financial transactions.
3.Provide administrative support to the Facilities Management team including the FM Health & Safety Group and the NSS Fire Safety Group, taking minutes, action notes, arranging meetings, issuing documents, updating the NSS intranet site and co-ordinating and managing Fire Safety training across the NSS estate. Co-ordinate blood donor appointment activities for internal NSS staff and external parties, raising awareness in campaigns within Gyle Square.
Acts as an administrator and providesone to one functional and technical training for the Mass system, Meeting Room Booking Manager, Crown Flexi system, SSTS and the Domestic Monitoring Tool to NSS staff and customers as an ongoing requirement.
Contribute to corporate initiatives for example; the Business Classification Scheme for Records Management in order to ensure the department functions to administrative best practice. Expected to research, gather and populate data into systems such as eMART (environmental system) and Studio3i, to ensure the department is compliant with governmental initiatives.
4. Provide support and cover for the Facilities Helpdesk. This will include liaising with customers from various sites via the helpdesk phone and e-mail box, logging jobs on the Mass Helpdesk system, liaising with the Estates team as well as external contractors.
7. ASSIGNMENT AND REVIEW OF WORK AND DECISIONS AND JUDGEMENTS
Annual objectives are agreed with the Business Support Manager in accordance with FM and NSS business plans.
Additional work will be assigned by the Senior Management Team on an ad hoc basis. Other work is generated by responding to demands from internal and external customers.
Within the parameters above, the Business Support Manager mainly allocates work, although the post does also call for self-prioritisation of workload. The post holder is expected to be pro-active and self disciplined in order to achieve results and is expected to use his/her own initiative on a regular basis.
Progress and results are reviewed formally by the Business Support Manager through the NHS NSS performance and appraisal system.
8. COMMUNICATIONS AND RELATIONSHIPS
Daily verbal and written communication with internal and external customer of all levels across the NHS NSS regarding all aspects of Facilities Management service provision, work commitments and requirements.
Will be expected to liaise with NSS Financial Services, landlords, suppliers and utility providers in relation to financial issues and invoice queries.
Will regularly be required to provide training assistance to NHS NSS staff in relation to the Facilities property management system (Mass), domestic monitoring tool and room booking system both one to one and by providing supporting training documents. Training will be provided in a motivational manner to engage staff in the systems and gain full understanding.
Regularly communicates with internal customers and external contractors regarding building issues and helpdesk requests, asking appropriate questions in order to gain understanding of technical terms, prioritise jobs and ensure relevant people are involved as necessary.
9. MOST CHALLENGING PARTS OF THE JOB
To respond effectively and efficiently to competing internal and external demands within a changing business environment to ensure an effective and efficient business support service.
10. SYSTEMS
Frequent use of the Facilities Property Management System (Archibus and Mass) with an ongoing responsibility to manage, maintain, build and upgrade the system including the Domestic Cleanliness Monitoring Tool and room booking manager function.
Frequent use of NSS systems as well as specialist bespoke packages including:
Crown Flexi system to administer FM flexible working
SSTS to record absence and overtime payments
PECOS to order and receipt goods
MS office Cedar (Finance)
eMART (Environmental Statistics)
3i Studio (Asset Management).
11. PHYSICAL, MENTAL, EMOTIONAL EFFORT
Physical
Requirement to possess accurate and fast keyboard skills for daily work on PC based systems. Significant degree of sustained VDU usage. Significant requirement for sitting in a restricted position whilst minute taking.
Mental
Sustained periods of concentration required for minute taking during meetings. Concentration required when interrogating and problem solving Archibus/MASS issues. Sustained concentration when pulling building statistics together for the Senior Managers.
Mental effort required to co-ordinate and organise a wide variety of tasks including setting up formal meetings and daily ad hoc meetings on behalf of the Director of Facilities and Facilities Senior Management Team.
The post holder is required to meet deadlines on a wide range of issues and in the management of their own workload. The post holder’s work is interrupted by telephone calls and enquiries from both internal and external sources.
Emotional
The post holder is required to employ tact and diplomacy in the handling of sensitive/confidential verbal and written material. The postholder is required to deal with competing demands and priorities.
12. ENVIRONMENTAL/WORKING CONDITIONS & MACHINERY AND EQUIPMENT
The post holder is subject to prolonged VDU exposure for the preparation of reports, general documents and email correspondence. Daily and Occasional use of photocopiers. Exposure to adverse environmental conditions and hazards are rare.
13. KNOWLEDGE, TRAINING AND EXPERIENCE REQUIRED TO DO THE JOB
Educated to a HNC plus at least 2 years experience in the following:
Database Management
Microsoft Office packages
Working in an administrative post, or similar, where a high level of responsiveness and customer care is required.
Excellent organisational skills, the ability to organise a busy workload, prioritise and meet deadlines.
14. JOB DESCRIPTION AGREEMENT
A separate job description will need to be signed off by each jobholder to whom the job description applies.
Job Holder’s Signature: / Date:
Head of Department Signature: / Date:
HR Department will check job description format and content and then send the job description to the Agenda for Change Team
HR Representative’s Signature: / Date:
Summary of Key Terms and Conditions of Post
Division/Department:Business Services
Location:Gyle Square, Edinburgh
Job Title & AfC Pay Band:Business Support Administrator – Band 4
Salary/Salary Scale:£19,202 - £22,236 per annum pro rata
Duration:6 Months Secondment / Fixed Term Contract
Conditions of Service:Your terms and conditions of service are in accordance with the Agenda for Change Terms and Conditions Handbook. Agenda for Change comprises a new National pay system and job evaluation scheme for the Health Service, a harmonised set of terms and conditions of employment and a new Knowledge and Skills Framework which was introduced across the NHS from 1st December, 2004.
Hours of Duty:The standard full-time hours for NHS staff are 37.5 hours, exclusive of meal breaks, normally to be worked over 5 days per week. The hours of this post are 19.
Annual Leave:The annual leave arrangements are:
- 27 days (202.5 hours) on commencement
- 29 days (217.5 hours) after 5 years’ service
- 33 days (247.5 hours) after 10 years’ service.
8 public and statutory holidays are also available within the leave year.
Superannuation:Employees will be automatically superannuated under
(NHS Pension Scheme)the terms of the National Health Service Superannuation Scheme, unless they formally elect to opt out of the scheme.
Any queries on whether or not pension rights are transferable should be addressed direct to the Scottish Public Pension’s Agency, Health Service Branch, 7 Tweedside Park, Tweedbank, Galashiels, TD1 3TE.
Medical Assessment: Appointment to this post will be subject to satisfactory medical clearance. The successful candidate will be required to complete a pre-employment health declaration form and, where appropriate, undergo a health assessment by the Occupational Health Service.
Summary of Key Terms and Conditions of Post (cont.)
Knowledge and SkillsA new NHS Knowledge and Skills Framework will be applied
Framework:to all jobs covered by Agenda for Change. Under the Knowledge and Skills Framework, staff will have annual development reviews, which will result in the production of a personal development plan.
NHS NSS is committed to promoting continuous staff development and a number of divisions have Investors in People accreditation. There is equal access to training for all staff.
Equal Opportunities Policy:NSS is an Equal Opportunities employer and the policy applies to all aspects of employment.
Smoking Policy: We operate a No Smoking Policy.
PERSON SPECIFICATION
This form must accompany the Job Description to which it refers.Business Support Administrator
Job Reference / G22723
AfC Band / Band 4
Requirement / Essential / Desirable
QUALIFICATIONS / Educated to Higher National Certificate level or equivalent in a relevant discipline
TRAINING
EXPERIENCE / Proven administrative experience.
Competent use of the Microsoft package including Word, Excel, Powerpoint. / On line purchasing, finance packages.
Confident use of the internet and of IT technology. / Using on line survey systems.
Minute taking is essential.
PERSONAL QUALITIES / Excellent time management and organisational skills.
Very good interpersonal skills.
Excellent oral and written communication skills.
Being able to work under pressure and multitask.
Effective prioritisation skills
Agile and professional attitude.
Professional, confident and flexible in approach.
GENERAL
NATIONAL SERVICES SCOTLAND
STAFF BENEFITS PACKAGE
Working for the NHS provides individuals with excellent career prospects and access to a wide range of jobs. NHS National Services Scotland employs approximately 3,500 staff working in a number of locations across Scotland.
Some of the benefits of working for NHS National Services Scotland are:-
- A minimum of 27 days annual leave (pro rata) increasing with service
- Eight public holidays (pro rata) per year
- Access to flexible, family friendly working arrangements
- Membership of the NHS Scotland superannuation scheme. Membership also includes a lump sum death in service benefit.
- Excellent training and development opportunities
- Season Ticket Loan Scheme
- Childcare Voucher Scheme
- Cycle to Work Scheme
- Access to national and local staff discounts and promotions
- Occupational Health Service
- Employee Counselling Service