The System Co-ordination Centre (SCC) is the Lancashire and South Cumbria (LSC) system wide single point of contact for NHSE, Reg.....
The System Co-ordination Centre (SCC) is the Lancashire and South Cumbria (LSC) system wide single point of contact for NHSE, Region, ICB and all system providers for all system improvement activities and queries and is operational 7 days a week 0800 to 1800, or when the system deems it necessary.
The Business/ Administration Manager is also required to support the SCC Team to deliver the functions of the SCC including but not limited to minuting the daily calls and meetings, managing all correspondence internal and external, and maintaining and updating the SCC log as required.
The post holder must have the strength of character that will enable them to operate at a rapid pace in an uncertain environment over prolonged periods as the standard working days are currently 0800 to 1800 (but with the potential to flex subject to the needs of LSC ICB as the client, or in line with national guidance for SCCs).
The postholder will be expected to work flexibly cover the above hours on a 7 day rota, and with the expectation for significant on site presence with the majority of weekday shifts worked on site at County Hall in Preston. Note that unsocial hours payments will apply to weekend working in line with Agenda for Change terms and conditions.
As a Business/ Administration Manager, you will provide Business Management support to the SCC, with overall responsibility for:
• Managing, maintaining and developing the directorate database and filing system
• Supervising, training and supporting own staff in the SCC
• Developing systems and processes to efficiently manage the SCC
You will be responsible for coordinating the ICS in relation to:
• Whole system tactical planning, response and improvement (short, medium and long-term) -
• Identifies themes and trends for robust planning, learning and continuous improvement - ‘closing the loop’ and embedding change
• Coordinates mutual aid / achievement of recovery plans
• Provision of specialist and clinical advice, expertise and support – with clear routes for specialist advice as required
NHS Midlands and Lancashire Commissioning Support Unit (MLCSU) is part of the NHS family, both ‘of’ and ‘for’ the NHS and are pivotal in supporting major improvements in health and wellbeing for organisations across our partner Integrated Care Systems (ICSs) and their populations. We are integral to the healthcare systems we work in partnership with, and our philosophy is to face every new challenge and opportunity together with our partners.
Our mission is to be a great place to work, to be great people to work with, striving to be better tomorrow than we are today.
We live and work in line with our organisational values. They underpin who we are and how we build relationships both within our organisation, and with our clients, partners and the patients we serve.
We strive to achieve excellence in everything that we do, where everyone matters: our patients, our clients and you.
MLCSU is committed to our process of redeployment at risk members of our existing workforce to new roles. As such, all job adverts are subject to this policy and we reserve the right to close, delay or remove adverts while this process is completed. If you do experience a delay in the shortlisting stage of the recruitment cycle, please bear with us while this process is completed, and contact the named contact if you have any questions.
Administrative
The Business/ Administration Manager will provide a full administrative support service to the SCC. This will include:
• Providing a professional, efficient and comprehensive support service, demonstrating a high level of discretion, sensitivity and confidentiality at all times.
• Utilising communication technologies to enable the daily calls to be delivered.
• Managing multiple complex diaries and execute the diary requests of the SCC and Deputy SCC Commanders. Liaising with clients, partners and stakeholders using initiative and problems solving skills, to make the most efficient use of the SCC team.
• Ensuring meetings run effectively and efficiently within statutory requirements. This will include co-ordinating agendas and papers within agreed timescales and providing a full administrative and minute taking function. Identification and management of follow up actions as required on the conclusion of relevant meetings and input to the SCC log.
• Production of data packs for meetings and other reports using complex spreadsheet templates.
• To coordinate and arrange meetings, teleconferences, MS Teams and video conferences as required across a wide range of internal and external organisations.
• Support the SCC in communicating and engaging with customers, partners and stakeholders to facilitate the building of professional internal and external relationships.
• Acting as a point of contact within the team, using own initiative in dealing and responding effectively to queries, referring and passing on relevant information to appropriate team members autonomously.
• Prioritise own workload to meet conflicting deadlines and plan for known situations and be able to re-prioritise work to accommodate unexpected situations.
• Ensure a high quality and timely word processing service is provided (utilising all Microsoft Office packages) when producing correspondence, reports, emails, presentations, project plans and spreadsheets etc.
• Maintain databases and spreadsheets; updating and accessing information to undertake data analysis and reporting of complex reports.
• Ensure files, data and information (electronic and paper) are recorded and stored in line with MLCSU/ICB policies and information governance standards.
• Have the ability to be flexible, revising work patterns as required in order to meet the fluctuating nature of workloads, interruptions and often short deadlines.
• Acknowledge the need for and importance of confidentiality and sensitivity of issues at all times
• Deal with queries and issues, solving problems autonomously as they arise within area of expertise, referring issues to other staff as appropriate, ability to work collaboratively within the department.
• Required to effectively communicate complex information which may be sensitive and contentious via email, telephone and in person, taking into account the requirements of the MLCSU Information Governance Policy and data protection responsibilities. This includes sensitive information.
• Participate in objective setting and monthly 1:1 meetings with line manager and attend all MLCSU mandatory training and other training relevant to role. Take every reasonable opportunity to maintain and develop professional knowledge.
• Follow up actions required following SCC meetings.
• Undertake research for the SCC team as directed and carry out appropriate delegated duties as required. This may include producing reports internally and externally, detailed responses to issues, suggesting solutions to problems as they arise and pre-empting where possible.
• Support implementation of project, service, initiative through timely and relevant information analysis and administrative support, in accordance with the agreed priorities of the team.
• Analyse complex data/information as requested
• Demonstrate an understanding and awareness of safeguarding responsibilities of the SCC team working with relevant staff as required,
• Responsible for ensuring that the team has the necessary equipment, technology and resources required to undertake their duties. Ordering stationery and equipment as required, report and action any problems that may arise.
Specific Delegated Projects
• Co-ordinate the SCC rota and ensure it is fully staffed.
• Co-ordinate and facilitate delegated internal and external projects by developing the project plan, preparing programme reports and assigning projects leads to undertake and complete relevant reporting against trajectory.
• Manage, prepare and produce highlight and exception reports as and when required.
• Manage the SCC emails and log ensuring briefing and follow up action takes place and deadlines are met.
• Manage cover arrangements, as necessary, to ensure that the SCC functions are organised and delivered effectively during periods of leave.
General Management Responsibility
• Support the co-ordination and the preparation of exceptional SCC reports as necessary.
• Maintain the high profile, standards and quality of governance in all business, both internally and externally.
• Provide a confidential service, dealing with sensitive personnel information, financial data and all levels of staff within the organisation.
• Ensure that a professional image of the SCC, is supported at all times.
• Manage/Lead delegated internal and hosted (NHSE) projects as requested by the SCC Senior Commanders.
• Provide Cross cover when other secretarial and administrative staff are absent within the SCC
• Authorise expenditure from the SCC Budget at the discretion of the SCC SCC Senior Commanders.
Staff Management
• Provide advice and support on own role/responsibilities where necessary.
• Support induction of new staff and ongoing training.
• Coordinate and participate in the recruitment process of SCC staff where requested.
• Complete 1:1s, appraisals and set objectives with staff.
Key relationships
Internal
• Your role will report to SCC Senior Commander.
• You will support the SCC Commanders, and SCC Operator, with key links to staff working in system partners including acute and mental health trusts, LSC ICB, NHS England, NWAS, local authorities etc..
External
• You will be the single point of contact for NHSE, Region, ICB and all system providers (including acute trusts, critical care network, Paediatrics, and mental health provider).
This advert closes on Tuesday 2 Apr 2024
