Ann Hosken

Business Support Manager

• Manage administrative operations for National Cancer Team, ensuring effective business management and corporate governance.
• Support senior leadership by providing comprehensive administrative assistance, facilitating effective decision-making processes.
• Build and maintain strong working relationships with colleagues.
• Respond proactively to changing demands to provide flexible, reactive business support.
• Design strategic schedules, rotas and workloads to promote productivity.
• Serve as primary contact for National Cancer Team on staffing issues and facilitate streamlined operations through effective delegation of tasks across team.
• Deliver essential business management and governance support to Senior Leadership Team and wider Cancer Team.
• Coordinate schedules and appointments for senior executives maintaining organisational efficiency.
• Streamline office procedures and coordinated team activities to improve productivity and communication across departments.
• Maintain high standards of accuracy and quality in data entry and recordkeeping.
• Coordinate team meetings, resulting in better communication.
• Update office management on team's activities and progress at weekly meetings.
• Communicate policy changes and business priorities to streamline office team tasks.
• Identify skills gaps and arrange relevant training to upskill clerical team.
• Conduct individual appraisals and devise professional development plans to improve staff performance.
• Oversee recruitment for clerical staff.
• Manage priorities and resources to achieve service delivery requirements.
• Coordinate work of clerical team member to consistently meet office needs.
• Promote team development and growth to uplift capabilities whilst delivering agreed services.
• Coach teams to deliver administration best practices.
• Direct team in producing diverse work with word processing and desktop publishing applications.
• Enforce clerical team compliance with industry best practices and internal policies.
• Establish and execute innovative administrative systems enhancing efficiency.
• Assist with collecting statistics, data and other management information.
• Maintain accurate records and documentation for reliable reference.
• Delegate daily tasks to achieve performance monitoring and reporting needs.
• Prepare comprehensive reports to aid strategic planning efforts of top management.
• Develop and implement new administrative systems for improved efficiency.
• Establish key performance indicators to monitor staff performance.
• Ensured compliance with company policies, fostering secure work environment.
• Manage payroll functions, ensuring timely compensation for all employees
• Manage staff Pay Progression
• Facilitate cross-departmental collaboration, enhancing teamwork and synergy.
• Schedule staff and delegate assignments to adequately cover operational and project requirements.
• Deliver new hire training and mentor established staff on processes and procedures.
• Act as key liaison between NHS Performance & Improvement and National Cancer Team on staffing and IT equipment.
• Conduct training to all Managers and Cancer Team on staff systems such as ESR
• Produce business intelligence reports for compliance tracking in sickness absence and statutory training.
• Liaise with HR department on recruitment and staffing issues, improving hiring procedures.
• Direct recruitment processes for National Cancer Team, training multiple staff and sharing expertise of Trac Recruitment system.
• Conduct training on financial systems for Cancer team such as Oracle and SEL-Expenses enhancing financial compliance through Oracle system usage.
• Ensure effective communication across Directorates through timely information exchange based on over 20 years’ NHS experience working at senior level.

Executive Assistant to Deputy Director

• Manage Deputy Director and Deputy Managers' diary and email correspondence, providing proactive responses to queries.
• Organise high-level events and strategic meetings.
• Execute full range of administrative tasks, organising and acting as Secretariat for Corporate Meetings and Welsh Government Board Meetings drafting all necessary documentation, taking Minutes and producing Action Summary.
• Prepare detailed reports highlighting performance metrics; facilitating better understanding of business progress.
• Enhance office productivity by coordinating and streamlining administrative procedures.
• Contribute to strategic planning discussions, leading to more targeted business approaches.
• Respond proactively to changing demands to provide flexible, reactive business support.
• Build and maintain strong working relationships with colleagues across Wales.
• Support financial oversight by preparing high-level reports that adhere to performance metrics.
• Handle sensitive information with confidentiality concerning staff, programmes, and projects.
• Actively represent National Cancer Team at relevant meetings.

Project Support Officer

• Implemented standard operating procedures to streamline operations across various projects.
• Developed electronic filing system that improved records management capabilities.
• Created Excel tool for precise tracking of topic submissions and their current status.
• Designed centralised Access database for managing contact information and project coordination.
• Assisted Programme Manager with project planning and adjustments using MS Project.
• Supported in managing budget allocation to maintain financial control over projects
• Ensured data accuracy with meticulous record keeping.
• Collected data on project resources and stakeholder involvement, ensuring compliance with confidentiality requirements.
• Collaborated to identify delays in project timelines and worked towards effective resolutions.
• Facilitated All Wales meetings while providing extensive PA support including minute-taking and correspondence management.
• Managed schedule conflicts efficiently ensuring smooth running of project.
• Maintained updated project documentation to ensure traceability and accountability.
• Streamlined administrative processes, leading to enhanced workflow efficiency.
• Assisted in risk assessment to mitigate potential issues.

Executive Assistant to Director and Deputy Director of Nursing and PA to Head of Quality and Safety

• Provided comprehensive executive level administrative support to Executive Director of Nursing, Executive Deputy Director of Nursing & Service Improvement and Quality H&S Manager.
• Planned and organised their complex daily calendars, meetings, managing and prioritising their emails and communicating with All Wales Peer Groups, to include Safeguarding, Health & Safety, Infection Control and Quality & Safety matters.
• Managed complex travel arrangements to ensure seamless business trips for executives.
• Working closely with Executive Assistant Manager, assisted in co-ordinating and facilitating complex Committee Meetings providing minute-taking support at Trust Board level.
• Communicated and liaised effectively with members of Velindre NHS Board, Executive Team, Independent Members,
  Health Boards, wider Directorates and Divisions, as required, on range of topics.
• Regularly drafted written correspondence and responses on behalf of Managers.
• Regularly asked to quality assure documents of confidential and sometimes emotional/sensitive nature.
• Deputised for Executive Assistant Manager in absence.

Business Support Officer

• Executed coordination of workshops and events within WBS Business Support Unit to enhance projects.
• Championed Staff Suggestion Scheme and Visualisation Project through leadership role.
• Documented meetings for Business Unit Heads, ensuring timely report preparation.
• Implemented comprehensive records management system for electronic meeting paper filing, subsequently used service-wide.
• Arranged complex travel itineraries, covering all logistics for domestic and international trips.
• Developed reports and newsletters to communicate project developments effectively.
• Managed office administration functions, including sourcing supplies and maintaining efficiency.
• Maintained risk registers and other project information using Excel database management.

Personal Assistant

• Provided high-level Personal Assistant services autonomously to Senior Manager and four Managers with meticulous attention to detail.
• Oversaw electronic diary management and email correspondence, compiling responses when required.
• Organised national meetings with video conferencing, documenting minutes and summarising actions taken.
• Arranged comprehensive domestic and international travel itineraries, including all logistics.
• Coordinated departmental events and attended key meetings on behalf of department.
• Monitored staff attendance and sickness records while preparing monthly reports in Excel.
• Conducted audits on annual leave records, reporting any anomalies identified.
• Maintained confidentiality of documents, ensuring secure handling of sensitive information.
• Trained new administrative staff through induction sessions on operational procedures.