Business Administration Manager

Main area: Business Administration Manager

Grade Band: 6

Contract: Fixed term: 9 months (Maternity Cover)

Hours: Full time - 37.5 hours per week

Job ref: 020-AC024-0325

Site: Pan Wales

Salary: £37,898 - £45,637 Per Annum

Salary period: Yearly

Closing: 06/04/2025 23:59

Applicants are advised to apply early as we reserve the right to close a vacancy prior to the closing date if a high number of applications have been received. If you are successful and shortlisted for interview, you will be contacted by email using the address with which you registered. Therefore, please ensure you check your email account regularly.

All applicants are invited to apply in Welsh; any application submitted in Welsh will not be treated less favourably than an application made in English.

Please check your email account regularly. Successful applicants will receive all recruitment-related correspondence via the email account registered on the application form.

The salary scale above has been agreed as part of the NHS Agenda for Change pay award for 2024/2025 and will be implemented in November 2024 backdated to 1st April 2024 where applicable.

Job overview

This post is fixed term/secondment for 9 months, due to the needs of the service. If you are interested in applying for the secondment position, you must obtain permission from your current line manager prior to applying for this post.

An exciting opportunity has arisen for a Business Administration Manager to support the Clinical Directorate for 9 months to cover a period of maternity leave.

The successful individual will be required to utilise their skills and knowledge of business management and the organisation to provide support for financial and human resource-based queries as well as the communication of key information across the Directorate.

They will be responsible for developing and maintaining Directorate information and administration processes and operations, whilst managing and overseeing the secretarial and administrative support to the senior team in the Clinical Directorate and other staff within the Directorate. There is a particular focus on operating efficiently and effectively and smoothly coordinating their day-to-day business arrangements.

The base will be agreed on recruitment and there are flexible working arrangements for staff to work remotely.

The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.

Main duties of the job

• The post holder will be the first point of contact for a wide range of enquiries relating to the Directorate function and will be expected to establish excellent working relations with key internal and external contacts.
• The post holder will provide line management, mentorship, and coordinate activities for administrative staff within the Directorate, ensuring they are providing strategic oversight to their work.
• The post holder will undertake delegated duties on behalf of the Clinical Directorate Business Manager and will provide continuing leadership for the Business and Administration team within the Directorate under the guidance of and in conjunction with the Clinical Directorate Business Manager.
• The Business Administration Manager will also provide dedicated business and project support to the ongoing development, delivery, and review of key work programmes.

Working for our organisation

Our workforce is made up of over 4,000 remarkable people who contribute to the delivery of world-class patient care across Wales, 24 hours a day, 365 days a year. Whether you work in a patient-facing role or within our range of support services, the work that you do enables us to provide high-quality care, wherever and whenever we’re needed.

The Trust recognises the need for its workforce to represent the diversity of the population it serves across the whole of Wales and seeks to create an environment where diversity is celebrated and inclusivity matters. We are also keen to break down any barriers into the Trust and would encourage applications from under-represented groups, including those from Black, Asian and Minority Ethnic communities, LGBTQ+ communities, and disability groups.

Careers within the Welsh Ambulance Services University NHS Trust are diverse and varied, with opportunities arising right across the service. Whatever your skills and background, you’re sure to find a career with us which is fulfilling, challenging, and rewarding.

Detailed job description and main responsibilities

You will be able to find a full Job description and Person Specification attached within the supporting documents or please click “Apply now” to view in Trac.

Person specification

• Degree level or equivalent relevant experience
• Excellent standard of competency in the use of Microsoft Office packages, typing/word processing, and shorthand or audio skills
• Good understanding of the main issues and working environment facing the Director and senior staff
• Evidence of continued professional development
• Detailed knowledge of the Trust's structure, organisation, functions, main objectives, and awareness of policies and procedures
• Thorough knowledge of the structure of the Trust's meetings and related working groups, including the main internal and external stakeholders
• Understanding of Electronic Staff Record (ESR) System
• Understanding of ORACLE procurement system
• Understanding of Cohort Management Referral

Experience

• Day-to-day mentorship of staff
• Experience of successfully operating in a sensitive environment
• Experience of drafting briefing papers and correspondence at a senior level and to a range of audiences
• Experience of managing and reporting risks and key workstreams
• Demonstrable experience of coordinating workstreams in complex and challenging environments
• Experience of designing and implementing internal processes and procedures
• Capability to plan over short-, medium-, and long-term timeframes and adjust plans and resource requirements accordingly
• Experience of monitoring budgets and business planning processes

Skills and Attributes

• Good interpersonal and communication skills, able to establish effective working relations with a wide range of internal and external contacts
• Good organisation and administrative skills, able to organise own work and Director’s working arrangements
• Work collaboratively with team members across a large department to achieve objectives
• Able to assimilate information quickly and to think logically
• Ability to speak Welsh

Other

• Ability to travel within geographical area
• Able to work hours flexibly on occasion to meet deadlines

The Trust actively seeks to recruit and appoint people currently under-represented in the workforce. This includes women, people with disabilities, LGBT, and those from minority ethnic groups. All staff are encouraged and supported to learn Welsh. Please be sure to provide full contact details for all referees, including email addresses where possible. Failure to do so may result in significant delays in your application.

To work in the UK, all candidates who are not UK or Republic of Ireland (RoI) nationals require sponsorship to obtain either a Health and Care visa or Skilled Worker visa, unless you have permission to work via another route. Non UK / RoI candidates wishing to apply should self-assess the likelihood of obtaining a Certificate of Sponsorship by visiting Work in the UK. If you are eligible for the Health and Care visa, application costs are lower and you do not need to pay the annual Immigration Health Surcharge.