JOB DESCRIPTION
Job Title Business Support Officer
Pay Band Band 4
Department Finance Admin
CDG Finance
Reports to Office Manager
Professionally Finance Workforce Manager
Responsible to
JOB SUMMARY
The post holder will provide comprehensive and efficient business support to the
department/team. It is essential that the post holder exercises initiative and judgement using
acquired skills and knowledge, always maintaining confidentiality.
The post holder will provide an empathic and sensitive point of contact for all service users. The
post holder will be responsible for the day to day diary management of Senior Managers and
provide admin support to the wider teams.
TEAM/DEPARTMENT STRUCTURE CHART
Workforce
Manager
Office Manager
Business Business Suppot Personal
Support Officer Officer Assistant
Building
Administrator
KEY SKILLS AND RESPONSIBILITIES
• Provide effective communication and problem solving both face to face and via telephone
• Ability to make decisions and take actions relating to enquiries.
• Ability to recognise situations that should be referred onto the Office Manager and take
prompt and appropriate action.
• Organise own day-to-day work tasks showing an ability to prioritise in order to achieve set
timescales.
• Prioritise own work load to meet the needs the service user.
• Arrange and prioritise meetings and case conferences as appropriate.
• Arrange meetings as and when required.
• To provide a complete confidential general secretarial service for the department /Team.
• To be responsible for the organisation of meetings, preparation of agendas and taking of
minutes.
• To organise case conferences, seminars and travel arrangements and assume
responsibility for the daily management of the teams diary.
• All work to be carried out on own initiative, without direct supervision and to tight
deadlines, in order to achieve Trust standard and targets.
• To provide and receive complex information on a daily basis. To exercise initiative and
judgement based on acquired knowledge and experience when dealing with enquiries of a
clinical and non-clinical nature.
• To touch type from audio/copy type from documentation, letters, emails, reports and any
other written correspondence requested by the Office Manager.
• To provide a point of contact to service users who may ensuring that any language or
other communication barriers are overcome.
• Deal with queries and instigate appropriate action, as appropriate to the complex and
sensitive nature of the information involved.
• Knowledge and use of various Microsoft Office Software programmes including Outlook,
Word, PowerPoint, Excel, Access (database) to produce clinical letters and other relevant
correspondence.
• Provide and be responsible for the training of Secretary trainees.
• To develop and maintain an efficient individual filing system.
• To assist with the collection and provision of statistical data as required by the team and
other health professionals.
• To handle cheques/donations and be responsible for forwarding to the appropriate Trust
Fund.
• To sort, distribute and prioritise incoming mail, using judgement and experience to take
urgent action and which may be passed directly to other areas for action and information.
• To carry out any other secretarial duties including faxing, photocopying, emailing,
ordering stationery, maintaining and arranging repair of office equipment where
necessary.
• Provide reciprocal cover for Admin Team during annual leave and sickness absence.
TRUST VISION & VALUES
DO NOT AMEND THIS SECTION
The Trust is clear on its vision and values and aims to make sure that they are reflected in all areas
of activity. Our vision is simple; building healthier lives. Our values apply to every member of staff
and help us in all we do and how we do it. They are:
Kind: The kindness that people show to each other every day
Connected: The connections we build with everyone around us
Bold: The ability to be bold in how we think, speak and act
ADDITIONAL INFORMATION
This job description is designed to assist post holders with understanding what is expected of
them in their role. University Hospitals Birmingham NHS Foundation Trust may ask them to
undertake other duties, as required, which are not necessarily specified on the job description but
which are commensurate with the grade of the post.
The job description itself may be amended from time to time in consultation with the post holder,
within the scope and general level of responsibility attached to the post.
All post holders must take responsibility to ensure that they are aware of and adhere to all Trust
policies, procedures and guidelines relating to their employment regardless of their position
within the Trust.
Last Updated: ………………………………………………………….
PERSON SPECIFICATION
JOB TITLE: Business Support Officer
TRAINING, QUALIFICATIONS AND PROFESSIONAL REGISTRATIONS
ESSENTIAL DESIRABLE
• Good General Education (eg. GCSE
English and Maths A-C)
• RSA/OCR level II or equivalent
experience
• Business Administration NVQ level 3
or equivalent experience in a clerical
EXPERIENCE & KNOWLEDGE
ESSENTIAL DESIRABLE
• Good communication / customer • Experience of working as a Personal
care skills both written and verbal Assistant
demonstrating sympathy and • Experience of dealing with the
Compassion Public/Customer service experience
• Good keyboard / IT skills
• Good organisation skills and ability to
multitask
• Good time management skills
• Ability to deal professionally with
enquiries from staff, patients and
visitors
• Ability to problem solve and work to
own initiative
• Understand confidentiality and apply
the principles in everyday working
practice
• Ability to pay attention to detail
where there are predictable
interruptions to the work pattern
• Ability to deal with stressful
situations and sensitive issues
• Experience of working in a busy
environment
• Able to work under pressure and to
multi-task
• Able to work to deadlines
SKILLS & ABILITY
ESSENTIAL DESIRABLE
• Confident in dealing with people at
all levels
• Must be able to demonstrate an
understanding of equality and
diversity
• Mature open and flexible approach
to work
• Demonstrates care and compassion
• Good interpersonal and
communication skills
• Good organisational skills
• Team Player
• Conscientious
