Business Management Support

This is an exciting opportunity to join our Facilities Team providing business and administrative support across Lancashire Teaching Hospitals, as part of One LSC.

We are looking for a pro-active, dynamic individual who will be responsible for the day-to-day operational delivery of business management services core to the Facilities portfolio, including but not limited to Finance, HR, Healthroster, Data management and Training related enquiries. The post holder will also undertake other assigned business management duties within the team.

The successful candidate will have knowledge and experience of staff management, including the selection and recruitment of staff, performance appraisal, training needs, attendance and sickness management.

The post holder will manage a workload within the Business Management Team, maintaining performance levels and agreed delivery schedules, and ensuring customer satisfaction levels are retained. This role will involve supporting project development streams, service initiatives and opportunities to modernise the wider facilities portfolio., 1. To support the ongoing work of the Business Management Team to provide a high-quality Facilities business, administration service. Ensuring that all aspects of work undertaken adhere to Trust, One LSC, departmental and National Policies and to CQC standards.

2. To assist the facilities colleagues Team by providing expert business management support across all Facilities core services, providing consistent, quality delivery.

Working for our organisation

We have 10,000 fantastic people working hard to deliver quality services to our patients. Whatever your role, you help look after 370,000 people in our local area & give specialist care to 1.5 million people across Lancashire & Cumbria.

Working with us gives you the knowledge and sense of pride that every activity you do genuinely does make a difference to support our patients & staff, ensuring we keep thriving & delivering outstanding healthcare right across our local towns.

You'll have access to varied development opportunities, learn new skills, meet fab people & do things you'd never have done. You'll learn about working in a hospital, interacting with people from all different roles to build skills & enhance your career path.

You'll make an impact, be challenged to think differently, be bold & help innovate to keep improving things. Everything we do centres around patient care and enhancing their experience which means your role is pivotal and something really to be proud of., 3. To be first level response for all requisition and waiver requests, Service Level Agreements and contracts, ensuring that timely, appropriate service cover is procured, whilst, at all times liaising with the Business Manager.

4. To take responsibility for distribution of financial data and reports, reporting by exception and following advice to remedy significant adverse variances

5. To undertake and process on ELFS, all requests for orders/requisitions, goods receipt, invoice reconciliation and budget monitoring. Liaise with the Business Manager regarding delegated spending limits, SFI's and forecasting

6. Oversee retrospective cost centre allocation and re charge of all incurred expenditure in month - i.e. Catering re charge

7. To issue, manage and reconcile the department petty cash/imprest account. Arrange monthly independent reconciliation with the Business Manager. Report any variances immediately

8. To assist in ensuring that financial targets are met. The post holder will have a delegated financial limit of £1,000 and will ensure that the ordering of non-pay items are within the allocated budget outlined at the start of the financial year

9. To assist the Business Manager to produce programmes for improvements or to initiate changes to the service to improve working practice

HR, Roster and Training Responsibilities

10. Recording and arranging annual leave for facilities staff, extending to input and oversight of bank shifts across the wider portfolio. Manage e-roster planning as directed by facilities service leads.

11. Monitor sickness absence ensuring managers undertake Return to Work interviews with outcomes reported to senior colleagues if required.

12. To be fully conversant with the appropriate / relevant Trust processes to include but not limited to ELFS, ESR, Healthroster and TRAC.

13. Liaise with Department managers to validate hours worked for accuracy and record updates on Healthroster. Continue to support with any payroll queries for facilities staff.

14. Manage performance and workload issues. Identifying training needs when appropriate

15. Support recruitment including advertising, collation of applications, providing short listing support and scoring matrix, interview, and selection support to panel.

16. Responsible for the induction and training of new administrative staff and extended training for Facilities staff in administrative procedures when required.

17. To clerk meetings, as and when required, for dissemination of information.

18. Take responsibility for the Facilities staff training records ensuring they are kept current.

19. In line with One LSC Policies and Procedures, arrange staff training / conferences / courses and travel ensuring these are recorded and approved appropriately

20. Responsible for ensuring all staff working within the Facilities maintain confidentiality.

21. Work independently, without supervision prioritising workload to meet tight deadlines, using own initiative and discretion.

Business/Administrative Responsibilities

22. To provide comprehensive, professional and high-quality business management support to the Facilities Department

23. To be fully conversant with MS Office software including Outlook, Word, Excel, Teams and PowerPoint - knowledge and experience of using SharePoint and NHS software platforms would be advantageous

24. To produce a highly varied range of documents, presentations and spreadsheets to a professional standard, within challenging timelines using the above packages.

25. Liaise with key stakeholders and contacts at all levels including key staff within the Divisions, senior leaders within the Trust and external organisations and individuals.

26. To meet all required deadlines to produce reports and data required by the Assistant Director of Facilities and Facilities Leadership Team.

27. Issue reports, data, presentations etc. to the appropriate personnel and departments as directed. Support annual data capture to ensure compliance with ERIC, PAM, PLACE etc.

28. Develop and maintain filing systems, both electronic and manual for a range of documentation including but not limited to the commercial, contractual, compliance, legislative, time and attendance management and staff records.

29. Be responsible for receiving, recording and distributing incoming external and internal mail.

30. Undertake any other duties that may be reasonably requested of the post holder subject to the appropriate level of competency and training

• • Good standard of general education
• • Good standard of spoken and written English
• • ILM 3 qualification or equivalent
• • AAT or proven financial experience
• • PRINCE or project management qualification
• • Previous experience in a business management role.
• • Experience & knowledge of office procedures, with advanced keyboard skills
• • Extensive experience with MS Office including Word, Excel, Teams, PowerPoint and Outlook
• • Experienced in roster systems, financial ledgers and HR systems

Desirable criteria

• • European computer driving license
• • Experience of HR custom and practice
• • Knowledge and experience of using SharePoint.
• • Able to work in a team environment & independently

It is important you are made aware of the following as regards your application to East Lancashire Hospitals NHS Trust

• Please note that the salary advertised is for full time hours. If this post is less than 37.5 hours per week, the salary will be pro-rata. For posts on Agenda for Change pay-scales, new entrants to the NHS will normally commence on the first pay point of the relevant band.
• This vacancy may close before the closing date if the recruiting manager deems sufficient applications have been received. Therefore it is advised to complete your application as early as possible to avoid disappointment.
• Please ensure you check the email account from which you apply regularly as we will use this to contact you regarding your application.
• Please note that shortlisting is completed anonymously with candidates being assessed against the essential criteria for the post. Therefore only applicants, who can clearly demonstrate how they meet our person specification criteria in their application, will be short-listed.

Disclosure and Barring Scheme (DBS)

If the role you are applying for is identified as either controlled or regulated activity as defined in in the Safeguarding vulnerable Groups Act (2006) any offer of employment is provisional upon a satisfactory DBS check being obtained.

The healthcare sector is exempted from the Rehabilitation of Offenders Act 1974.

In line with other NHS organisations in the North West Region, the Trust is now passing the charge for undertaking a DBS check on to candidates in the event they are successfully appointed into the post for which they have applied. Candidates can choose whether to pay this over 1-3 months as a deduction from the monthly salary. However, if you are applying for a post as a BANK worker, the payment must be made in full at the time of employment checks. By applying for this vacancy you are agreeing to this undertaking in the event you are successfully appointed.

The cost of an Enhanced Disclosure will be £55.38 and for a Standard Disclosure will be £27.38., Please note: a young person must be in part-time education or training until they're 18. If you are under 18 we are unable to employ you on a full time basis, unless it is in an apprenticeship role.

Disclosure and Barring Service checks

If the role you've applied for requires a Disclosure and Barring Services (DBS) check we will administer this on your behalf and the cost will be recovered from your salary, either as a one-off payment, or over 3 months. The level of check required depends on the role that you have been offered. Currently the charges are - Basic DBS check £26.40, Standard DBS check £26.40, Enhanced DBS check £54.40 and Enhanced DBS check with Barred List(s) £54.40. You should be aware that if you are successful in obtaining a position that requires a DBS check but later withdraw your application, you may be required to reimburse the cost of the DBS check. DBS checks remain free of charge for volunteer positions. The DBS Code of Practice can be accessed here.

In line with guidance from United Kingdom Health Security Agency, all staff and volunteers are required to comply with Trust Infection Prevention and Control processes in relation to safe working.

One LSC is a new collaborative partnership shared service formed by the five NHS Trusts serving the Lancashire and South Cumbria population of 1.8 million people. We are a shared service run by the NHS, for the NHS and are hosted by East Lancashire Hospitals NHS Trust on behalf of the partner Trusts of the Lancashire and South Cumbria system. One LSC stands for 'One Lancashire and South Cumbria' and reflects the Lancashire and South Cumbria System ambition to have one team serving Lancashire and South Cumbria in a joined-up way. It is jointly run by the five Trusts as a collaborative partnership. The Trusts that make up One LSC are: · Blackpool Teaching Hospitals NHS Foundation Trust · East Lancashire Hospitals NHS Trust · Lancashire and South Cumbria NHS Foundation Trust · Lancashire Teaching Hospitals NHS Foundation Trust · University Hospitals of Morecambe Bay NHS Foundation Trust One LSC brings together the Digital, Data and Technology, Estates and Facilities, Finance, People Services and Procurement and Logistics services from each of the provider Trusts to create one central community of professionals. Under one leadership team, they will provide services for and on behalf of all Trusts. The aim is to bring services more closely together so that we can deliver the best service possible to each of our partner organisations. At the core of One LSC delivery is eliminating duplication, removing unwarranted variation, realisation of the benefits of sharing common systems and processes and ensuring we deliver value for money for our partners, our system and, ultimately, for the communities we serve., The Trust is an equal opportunities employer, committed to improving the working lives of our staff and operates a 'Zero Tolerance' policy to aggression, violence, bullying and harassment. In addition, our aim is to help protect children and vulnerable adults by providing a first-class service to the recruitment of people into positions of trust. We aim to employ a workforce that reflects the diverse communities we serve. We welcome applications from everyone irrespective of ethnic origin, gender, age, gender identity, sexual orientation, religion, marital status, disability or social background. We especially welcome applications from members of our black, Asian and minority ethnic (BAME) communities, as we have identified that ELHT has an under-representation of BAME employees. Appointments will be made on merit., The Trust is an equal opportunities employer, is committed to improving the working lives of its colleagues and operates a 'Zero Tolerance' policy on aggression, violence, bullying and harassment. As a recruitment service, our aim is to help protect children and vulnerable adults by providing a first-class service in recruiting people into positions of trust. It is important to us that we employ a workforce that reflects the diverse communities we serve. We welcome applications from everyone - irrespective of ethnic origin, gender, age, gender identity, sexual orientation, religion, marital status, disability or social background. We especially welcome applications from members of our black, Asian and minority ethnic (BAME) communities, as we have identified that as an employer we are under-representation of BAME employees. Appointments will be made on merit. We recognise that the recruitment process may present barriers for some and you may need personal adjustments to enable you to participate in our recruitment process. Please make contact with the recruitment team at the earliest opportunity to ensure that measures can be put in place to enable you to apply for this post., The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.