Business Systems Manager

Administrative Services

Job Description and Person Specification

About us
Barking, Havering and Redbridge University Hospitals NHS Trust (BHRUT) is a large teaching
Trust located in North East London. Our Vision is to provide outstanding healthcare to our
community, delivered with pride.

We care for a population of more than 750,000 people and are one of the largest employers
in the region, with 7,500 staff and volunteers.

We have a national and international reputation for many of our specialist services,
including stroke, renal, neurosciences, cancer services and trauma.
Depending on the kind of work you'd like to do, you could work in one of two locations:

 King George Hospital in Goodmayes, Ilford

 Queen’s Hospital in Romford

Both hospitals provide a wide range of acute hospital services including: Emergency
Department (A&E), outpatients, surgery, inpatient medical care and critical care. Together
both hospitals have more than 1,000 inpatient beds.

Our Trust works in partnership with the Virginia Mason Institute (VMI) based in Seattle. It is
one of only five hospital Trusts in the UK to have this arrangement. The Virginia Mason
Institute is known for helping healthcare organisations around the world to create and
sustain a ‘lean’ culture of continuous improvement which puts patients first.

Our Trust values

We take PRIDE in everything we do, our five core values reflect that PRIDE. These values
were developed together with our staff. We work hard to provide outstanding care to our
community, delivered with PRIDE.

Our PRIDE values of Passion; Responsibility; Innovation; Drive and Empowerment inspire us
and keep our patients at the heart of everything we do.

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Job Description
Job title: Business Systems Manager

Band: 6

Hours of work: 37.5

Location: Queens

Specialty/department: Cancer and Clinical Support Services

Accountable to: Clinical Group Director - Cancer and Clinical Support Services

Responsible to: Director of Operations - Cancer and Clinical Support Services

1. Job purpose

To assume responsibility for ensuring that all of the service’s supporting business systems –
both electronic and paper-based - remain operational, current and compliant with current
standards.

The role has line management responsibility for the following roles:

 Cancer and Clinical Support Services PA

Organisational Position

2. Relationships

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The post holder is expected to establish and maintain positive interpersonal relationships
with other staff members characterised by trust, mutual respect, and open, honest
communication.

Internal Relationships

 Clinical Group Triumvirates

 Service Level Triumvirates
 General Managers / Service Managers
 Finance
 Information Technology
 Procurement
 Workforce

External Relationships

 Prospective employees
 Suppliers

3. Job summary

Maintain and develop the operational effectiveness of all business supporting systems.

This includes but is not limited to:

 Quality Systems
 Accreditation Standards
 Finance & Procurement
 Management Information / Information Technology
 Human Resources
 Operational Performance Monitoring

4. Clinical / operational responsibilities

Quality Systems & Accreditation Standards

In association with senior clinical staff, assume responsibility for the currency of all
departmental procedures – both clinical and administrative - ensuring all processes and
procedures reflect what is performed and where appropriate, make recommendations for
change in order to promote effective and efficient ways of working.

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In association with senior clinical staff, ensure an annual audit cycle is maintained, ensuring
the publication of summative reports, including recommendations for change and ensuring
that any agreed actions are actioned and achieved. Participating in audit where appropriate.

To communicate business sensitive information where agreement and co-operation is

required from internal and external stakeholders.

Finance & Procurement

In association with the service’s finance business partner, monitor the performance of the
service’s annual budget and auditing monthly transaction reports, reporting any significant
variances to the Director of Operations.

Manage purchase order requests on the Trust’s financial management system (SBS) and
other ordering systems.

Raise ‘waivers’ and ‘call-off’ documentation when appropriate for sums which can be in
excess of £10k, in accordance with the Trust’s standing financial instructions.

Manage equipment and consumable stock levels based on ‘trigger levels’, liaising with
Procurement to source new products and obtain best value. Utilising ‘framework
agreements’ where appropriate.

Management Information / Information Technology

In association for the Management Information Co-ordinator, to be responsible for the

compilation and internal and external management information reports.

In association with clinical and administration staff, assume responsibility for the
maintenance and development of: departmental brand standards for email and paperwork,
intranet / internet, promotional literature, intranet & internet content, ensuring that
content is current and relevant to the needs of the service and service users.

Hold responsibility for the structuring, maintenance, and development of the service’s
confidential shared electronic filing systems. Ensuring all content is easily accessible and
current and ensuring a protected system for ‘master copies’ of business-critical information.

Human Resources

In association with Finance and Recruitment, generating the necessary documentation for
vacancy approval and subsequent advertising.

In association with Recruitment and the recruiting manager, co-ordinate the recruitment
and selection processes, ensuring all documentation is retained / returned for the necessary
record keeping.

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In association with the recruiting manager, co-ordinate the local induction process for all
new staff, to ensure all new staff complete their induction in a timely manner and maintain
the necessary documentation.

To liaise with the service’s Employee Relations and Business Partners to ensure compliance
with relevant workforce policies / procedures and standards.

Work alongside the HR Business Partner to ensure the clinical group monitors and reports on
staff absence and ensure return to work interviews are undertaken by line managers.

Maintain a current local staff record system.

Operational Performance Monitoring

Work alongside the clinical group triumvirate to develop structures and processes for
managing performance internally and to the Trust Executive team.

Make an effective contribution to and where appropriate lead on departmental projects.

5. Policy, service, organisational and professional responsibilities

Maintain a high level of confidentiality at all times with particular awareness of the specific
issues of Confidentiality and Consent in relation to patients and staff.

To participate in and facilitate the team development and performance appraisal scheme as
an appraisee and appraiser, and to be responsible for complying with agreed personal
development programmes (PDP) to meet set knowledge and competency levels.

To attend, and participate in, all mandatory training relating to Trust and departmental
policies, procedures and guidelines.

To adhere to all Trust and departmental policies, procedures, and guidelines.

6. General

 All staff are responsible for the continual compliance with CQC standards and
outcomes.
 The postholder must be aware of, and work in line with, our Trust’s Safeguarding
Adults and Children procedures.
 To undertake any other duties that might be considered appropriate by the Director
of Operations - Cancer and Clinical Support Services.
 To ensure that all duties are carried out to the highest possible standards.
 The post holder will carry out annual personal performance reviews with each
member of their staff.
 The post holder will agree annual personal development plans with their staff and
support them with any training or development requirements in order to fulfil their
role.
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  The postholder will attend all relevant management training in health and safety, risk
assessment etc.

7. Personal development

All staff are required to be appraised by their line managers at least once a year at a
personal development review meeting where progress made over the last year is discussed
and agreed. Focus on the following year’s departmental and personal objectives will be
identified, discussed and agreed. Where necessary, help and support will be provided and
development opportunities agreed in line with service provision and knowledge and skills
competency framework.

8. Mandatory Trust responsibilities

Amending the job description

This is a newly created role and it is expected that as the organisation develops and changes,
it may be necessary to vary the tasks and/or the responsibilities of the postholder. This will
be done in consultation with the postholder and it is hoped that agreement can be reached
to any reasonable changes.

Confidentiality
The post holder must at all times maintain a complete confidentiality of the material and
information that they handle. Any matters of a confidential nature, or in particular,
information relating to diagnoses and treatment of patients and individual staff records
must not, under any circumstances, be divulged or passed on to any unauthorised person or
persons. The postholder must respect patient named confidentiality in keeping with
“Caldicott principles”.

Data protection
The Trust relies on special provisions under data protection legislation to process personal
information. Personal information includes name, address, national insurance number and
date of birth as well as anything else confidential or sensitive. For example, racial or ethnic
origin, trade union membership, health and the commission or alleged commission of any
criminal or civil offences.

The Trust’s fair processing notice on its intranet and website details what personal
information the trust uses, why this is required, the lawful basis for processing (legitimate
reasons for collection, storage, usage and sharing), how the Trust processes (uses, stores,
retains, disposes and protects) personal information, retention periods, who we share
personal information with, confirmation of your information rights and the process for
reporting a complaint or concern.

The Trust will lawfully process your personal information in compliance with data protection
legislation.

Leaders’ agreement

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If the post holder has leadership and/or line management responsibility, then they are
responsible for demonstrating, and developing in line with, the standard of behaviour as
outlined in our Trust ‘Leaders’ Agreement’.

Policies and procedures

The post holder will be expected to comply with all statutory legislation, Trust Financial
Framework Guidance and approved national and local policy. The postholder is also
expected to be aware of our Trust’s Risk Management Strategy which includes the
responsibilities placed on them by the Health and Safety at Work etc Act (1974) and the
Clinical Governance Framework. All employees are expected to comply with all Trust Policies
and Procedures.

Safeguarding children and vulnerable adults

Safeguarding and promoting the welfare of children, young people and adults is central to
the care provided by our Trust and the post holder must be aware of their responsibilities
and work in line with our Trust’s Safeguarding Adult and Children Procedures.

Health and safety

Employees must be aware of the responsibilities placed on them by the Health and Safety at
Work etc Act (1974) to ensure that the agreed safety procedure is carried out to maintain a
safe environment for the other employees and visitors.

Sustainable development and our health and wellbeing

The Trust is committed to UK Climate Change Act and NHS Sustainable Development Unit
strategy to reduce its business activity related carbon emissions and its impact on the
environment. Our Sustainability vision is to “continually sustain, retain and enhance the
savings and culture change to meet our sustainability commitments.”

All staff are required to support the Trust’s Sustainability vision, which aims to minimise
environmental and healthcare impacts by developing preventative approaches. This will help
improve the internal and external environment, reduce impact on natural and energy
resources, reduce air pollution, prevent infection, provide financial savings and improve the
health and wellbeing of staff, patient and the public.

All Managers Band 7 and above are required to take appropriate responsibility in their
departments. They are expected to support in raising awareness, encouraging staff on waste
segregation, energy savings, promoting active and healthy modes of travel, help reduce
waste and embed sustainability by completing a Sustainability Impact Assessment on their
local activity and business cases.

Infection control
Employees must be aware of the responsibilities placed upon them by The Health Act (2007)
to ensure they maintain a safe, infection free environment. This includes the knowledge and
understanding of the management of infected patients and the principles of Standard
Infection Control Precautions including the correct technique for Hand Washing and the
appropriate use of Personal Protective Equipment (PPE).
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Smoke free
Our Trust buildings and grounds became fully Smoke Free on National No Smoking Day 11th
March 2015. Our Trust expects all staff to promote healthy living and to set good examples
in their own behaviour. Those not ready to quit smoking must remain smoke free during
working hours, and will not be able to smoke in Trust uniform, in Trust grounds including car
parks, while driving on Trust business or take smoking breaks. Second hand smoke causes
heart and lung disease, and is harmful to young children. However, disposable or
rechargeable e-cigarettes (“vaping”) may be used outside hospital buildings.

General
The post holder will be expected to comply with all statutory legislation, Trust Financial
Framework Guidance and approved national and local policy.
The postholder will be expected to be responsible for his/her continuing professional
development and to take a proactive approach to maintaining personal and professional
effectiveness in an evolving role.

The duties and responsibilities described in this Job Description are intended to be indicative
but not exhaustive of the responsibilities of the postholder. As our Trust develops, the
requirements of the job may change and the postholder is expected to adapt to these
changes.

Equal opportunities policy

Our Trust operates in a multi-ethnic area. All members of staff are expected to take into
account equalities in all areas of work.

All employees are expected to abide by our Trust’s equal opportunities policy, failure to do
so could result in disciplinary action up to and including dismissal.

Date: 16th January 2024

Prepared By: Peter Nicholson

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 Person Specification

Selection Means of
Essential Criteria Desirable Criteria
Criteria Assessment
Degree or equivalent Application
demonstrable knowledge and form and
experience pre-
Education/
employment
Qualifications
Further training and experience checks
to post graduate diploma level
equivalent
Ability to work on own initiative
and self-manage workload

Ability to work to deadlines and

under pressure

Proficiency in Microsoft office

packages (e.g. Outlook, word,
excel, powerpoint)

Ability to communicate with all

Skills/ levels of an organisation
Abilities
Excellent organisational and
time management skills

Excellent oral, numerical and

written skills

Ability to work to agreed

timescales

Ability to analyse and interpret

complex information
Demonstrable proven Experience of monitoring
experience of working in a performance indicators
similar role
Understanding of project
Experience/ Experience in a management methodologies
Knowledge supervisory/management role
Working in an NHS environment
Demonstrable experience of
working as an Executive
Assistant to a Senior Manager

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 Experience in the management
of business and office
procedures

Experience of communicating at
all levels

Experience of dealing with

confidential and sensitive data
and appropriate maintenance
and storage of records

Advanced keyboard skills

Experience of transcribing
and minute taking

Working experience of
Microsoft Office Suite
Ability to lead and working
within a team as well as on own
initiative

Professional and confident

Personal
manner
Qualities
Self-motivated, dynamic and
flexible

Highly confidential at all times

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