Job summary
The Project Support Officer will be responsible for providing administrative support to the management team to assist in the delivery of the various programmes within the Greater Manchester Training Hub.
This is a key role to ensure efficient and effective support with duties such as - organising meetings and events, providing procurement support, managing multiple mailboxes, data inputting, data analysis and undertaking specific tasks.
The successful candidate will need to be able to demonstrate excellent communication skills, both verbally and in writing along with the ability to work under pressure and meet deadlines whilst still ensuring high levels of accuracy and confidentiality. The post holder will have a professional, flexible approach to work and the ability to prioritise/plan their workload. In addition, experience of working in an office environment along with computer literacy in Microsoft Office including, Teams, Outlook, Word and Excel is required.
The role is part time and can be worked flexibly between Monday to Friday. However, due to the nature of the work, some requirements to attend meetings at specific times and out of hours working, including evenings and weekends will be expected as and when necessary.
Main duties of the job
This role involves supporting the Project Manager in communicating on behalf of GMTH and Bolton GP federation. It will involve regular contact with all stakeholders, including staff, public and partners such as GP practices, Primary Care Networks, GM Federations and customers of GMTH.
To work with the
Senior Team and the wider communications and projects team to develop, review,
monitor and implement programs plans and strategies.
Liaise with internal
and external colleagues via telephone and email.
Setting up and
managing and maintaining filing systems, ensuring that information is
appropriately and securely stored, filed and retrievable whilst adhering to
information governance guidelines to protect personal information.
Good understanding
and knowledge of a full range of administrative procedures and organisational
procedures.
Provide a
comprehensive, accurate secretarial/word processing service, including drafting
standard letters/communications, editing, and formatting reports ensuring a
high standard of presentation.
Experience and
knowledge in the use of MS Office Suite.
Experience in the use
of information systems.
Respond to enquiries
and questions from various parties.
Proven organisational
and time management skills.
Provide support to
staff within the team/office.
About us
Bolton GP
Federation is a collective vehicle where Boltons GP practices come together to
deliver primary care, providing a place for collaboration, knowledge-sharing
and coordination. The Federation is a voice of the priorities, needs and local
intelligence of primary care into the wider healthcare system.
We are rated
Good by the Care Quality Commission (CQC) and we are proud of the services
that we run, which include Primary Care Networks, Extended Primary Care, an
Experienced Nurse Network and the Covid Vaccination Programme.
Our mission is
to improve health and care. We meet everyday health and care needs for people
by connecting primary care systems and using creative thinking to develop,
improve and support great local services.
Bolton GP
Federation is also the lead employer for the Greater Manchester Training Hub
(GMTH) as part of GMPC (the GM Federations collaborative).
Job description
Job responsibilities
Governance
To ensure compliance with Federations policies, procedures and guidelines for self and others, by taking action/alerting senior management team if practice appears to contravene policy, or if concerned about any aspect of patient care
To ensure compliance at all times and without exception with the organisations Information Governance regulations and Standing Financial Instructions
Behaviours
The post holder will be expected to:
Support the visions and values of the Federation
Act with honesty and integrity at all times
Be a positive ambassador for the Federation
Demonstrate high standards of personal conduct
Value and respect colleagues, other members of staff, stakeholders and patients
Work with others to develop and improve our services
Uphold the Federations commitment to equality and diversity
Take personal responsibility for their words, deed and actions and the quality of the service they deliver
Equality and Diversity:
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation
Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feeling priorities and rights.
Information Governance
The post-holder must be fully aware of and committed to all Policies, Procedures and Initiatives relating to Information Governance - this will include, but not limited to, Data Quality improvements, Confidentiality and Information Security
To take personal responsibility for safeguarding and ensuring the quality of information.
Personal/Professional Development:
The post-holder will participate in any mandatory training programme implemented as part of this employment, such training to include: -
- Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
- Taking responsibility for own development, learning and performance and demonstrating skill and activities to others who are undertaking similar work
Training may need to be undertaken outside of normal hours, and off site.
Other
This post involves the use of display screen equipment as a significant part of normal work and the job holder will be a user as defined in the Health & Safety Policy on work with DSE.
The post holder may need to work from different locations.
Job description
Job responsibilities
Governance
To ensure compliance with Federations policies, procedures and guidelines for self and others, by taking action/alerting senior management team if practice appears to contravene policy, or if concerned about any aspect of patient care
To ensure compliance at all times and without exception with the organisations Information Governance regulations and Standing Financial Instructions
Behaviours
The post holder will be expected to:
Support the visions and values of the Federation
Act with honesty and integrity at all times
Be a positive ambassador for the Federation
Demonstrate high standards of personal conduct
Value and respect colleagues, other members of staff, stakeholders and patients
Work with others to develop and improve our services
Uphold the Federations commitment to equality and diversity
Take personal responsibility for their words, deed and actions and the quality of the service they deliver
Equality and Diversity:
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation
Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feeling priorities and rights.
Information Governance
The post-holder must be fully aware of and committed to all Policies, Procedures and Initiatives relating to Information Governance - this will include, but not limited to, Data Quality improvements, Confidentiality and Information Security
To take personal responsibility for safeguarding and ensuring the quality of information.
Personal/Professional Development:
The post-holder will participate in any mandatory training programme implemented as part of this employment, such training to include: -
- Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
- Taking responsibility for own development, learning and performance and demonstrating skill and activities to others who are undertaking similar work
Training may need to be undertaken outside of normal hours, and off site.
Other
This post involves the use of display screen equipment as a significant part of normal work and the job holder will be a user as defined in the Health & Safety Policy on work with DSE.
The post holder may need to work from different locations.
Person Specification
Qualifications
Essential
- Trained and experienced at intermediate level in a range of software packages, Word, Excel, PowerPoint.
- GCSE English and Maths, grade A* to C or equivalent.
Desirable
- Prince 2 qualification or equivalent.
Experience
Essential
- Knowledge of different methods/ styles of Project Administration.
- Managing own time and prioritising workloads to meet deadlines.
- Organising, co-ordinating, minuting meetings and logging actions.
- Producing and implementing office systems and documentation using MS Office including Word, Excel, and Outlook.
Skills and Abilities
Essential
- Broad range of business administration experience.
- Excellent oral and written communication skills and personal presentation skills.
- Excellent inter-personal relationship skills.
- Ability to work across traditional boundaries and integrated services.
- Ability to utilise a range of personal styles to suit different situations as appropriate.
- Ability to analyse and interpret data /evidence and apply to project.
- Prioritizing and delegation skills.
- Demonstrable IT skills.
- Report writing skills and high attention to detail.
- Flexible and adaptable.
- Able to work using own initiate as well as work as a team.
- Ability to drive and car owner.
Personal Attributes
Essential
- Team player able to engage with others in own team and colleagues in the organisation and across partnerships
- High level of tact and diplomacy
- Creative thinking and positive attitude
- Good interpersonal skills and relationship building
- Reliable and flexible
Person Specification
Qualifications
Essential
- Trained and experienced at intermediate level in a range of software packages, Word, Excel, PowerPoint.
- GCSE English and Maths, grade A* to C or equivalent.
Desirable
- Prince 2 qualification or equivalent.
Experience
Essential
- Knowledge of different methods/ styles of Project Administration.
- Managing own time and prioritising workloads to meet deadlines.
- Organising, co-ordinating, minuting meetings and logging actions.
- Producing and implementing office systems and documentation using MS Office including Word, Excel, and Outlook.
Skills and Abilities
Essential
- Broad range of business administration experience.
- Excellent oral and written communication skills and personal presentation skills.
- Excellent inter-personal relationship skills.
- Ability to work across traditional boundaries and integrated services.
- Ability to utilise a range of personal styles to suit different situations as appropriate.
- Ability to analyse and interpret data /evidence and apply to project.
- Prioritizing and delegation skills.
- Demonstrable IT skills.
- Report writing skills and high attention to detail.
- Flexible and adaptable.
- Able to work using own initiate as well as work as a team.
- Ability to drive and car owner.
Personal Attributes
Essential
- Team player able to engage with others in own team and colleagues in the organisation and across partnerships
- High level of tact and diplomacy
- Creative thinking and positive attitude
- Good interpersonal skills and relationship building
- Reliable and flexible
