Jobsxl | Total Jobs Online

This role provides a great opportunity to be an integral part of Surrey Heartlands Contract Team within the Finance directorate.

The Business Support Assistant supports the delivery of contracting requirements in Surrey Heartlands and is a key member of the Team. You will work closely to support the Contract Managers, Project Managers, Contract Directors and other Stakeholders to ensure the contracts and associated programmes are planned, managed and delivered in a timely and effective manner.

You will be comfortable with handling large amounts of information, supporting the collation of reports and papers linked to contract meetings and programmes. You will also support project managers to maintain programme documentation including highlight reports, risk, issues and actions.

For full details on this role please see job description which includes job responsibilities.

• Provide efficient and effective administrative/ secretarial support to the contract team including coordinating meetings for a large number of attendees, Minuting, preparing Action and Decision Logs, producing and maintaining Risk Registers, correspondence, compiling and distributing meeting papers, plus arranging and keeping records of event.


• Liaise with a wide range of stakeholders, both internally/externally, on behalf of the contracting team ensuring that a professional image is maintained through appropriate use of language/behaviour.


• Prepare draft documentation for use in monthly reports, performance letters, briefings, presentations and contracts.


• Follow all applicable Standard Operating Procedures (SOPs) in their work and take responsibility for maintaining personal training in the use of SOPs as part of their annual training and development.


• Be able to work on own initiative and unsupervised, within defined policies and procedure.


• Facilitate flexible working. The post holder will have an allocated base however the ICB works in an agile way, such that attendance at base is generally expected to be no more than 2 days per week.


• Maintain and administer team archiving requests.


• Proficient in using Microsoft Office.


• Manage the Contracts Team Admin Inbox and act as a main point of contact for any queries that may come in.


• Develop and maintain effective electronic filing systems to ensure that information is kept securely and is accessible to other members of the team.

Surrey Heartlands is a partnership of organisations working together - with staff, patients, their carers, families, and the public - to support people to live healthier lives. Surrey Heartlands developed into an Integrated Care Board (ICB) since July 2022, working through 4 Integrated, dynamic, and sustainable partnerships (ICP's) , each working together to deliver a shared vision across Surrey. ICP's aim to improve how local services are designed and co-ordinated for efficiency and benefit to the patient and service users. Each partnership is based on co-operation with our component partners, and focusing on local population needs, priorities and decision making.


The 4 ICP's are known as:

• North West Surrey Alliance


• Guildford and Waverley Alliance


• Surrey Downs Health and Care


• East Surrey Place

This is a critical supporting role, which will enable the efficient functioning of the Surrey Heartlands ICB Contracting Team. The post holder will provide high level administrative support and will be expected to work as part of a dynamic team to provide an effective service, assisting senior managers and staff across the contracting portfolio.

It is important that applicants should have a thorough understanding of the complexities of the NHS and be able to work within a busy and dynamic environment.

The post holder will manage their own workload on a day-to-day basis, assist in establishing and embedding contracting processes, refine departmental procedures and act independently to action and prioritise work to meet deadlines. Day to day responsibilities will include logistical arrangements for meetings, Minute-taking and the establishment and maintenance of Action Logs, Decision Logs and Risk Registers to support the contracting team in the delivery of their work. Contract Managers may request support with contractual administrative tasks in addition to logistical arrangements. On occasion the postholder will support record keeping and meeting administration of Procurement Programmes.

The post holder will display excellent organisational, oral, and written communication skills including Minute-taking along with the ability to prioritise their workload. A flexible approach is required along with excellent attention to detail, whilst being motivated, enthusiastic and proactive.

Most meetings take place virtually over MS Teams but travel to sites within Surrey is required to support contractual meetings that take place face to face.