Job summary
An exciting opportunity has arisen for the right an enthusiastic person with administrative experience to join a dynamic team within the Informatics Department at Sheffield Teaching Hospitals Trust as a Project Administrator. The post holder will provide the support across the project being implemented by the Informatics Delivery Programme Team as well as a central administration function ensuring the smooth running of the team. Working in a fast-paced environment you will need to have the ability to multi-task and think ahead to ensure that deadlines are met within given timeframes. This will be a very busy and varied role, assisting and working with all members of the Delivery Programme Team, and also providing administrative support to the Delivery Programme Manager and Project Manager, when required.
Main duties of the job
The Informatics Programme and Project Management Office (PPMO) function oversees technology programmes and individual project(s) being implemented by the Informatics Directorate supporting delivery to time cost and quality. The purpose of this role will be to support the PPMO and Informatics Delivery resource to ensure time is used optimally in completing the technological aspects.
The post holder will provide the administrative support for the PPMO in management of diaries, organising project meetings, collation and production of financial and progress reports.
About us
The Informatics Directorate provides a full information, communication, and technology service that is aligned to the STH corporate strategy from ward to Board level, ensuring Trust wide compliance with data governance legislation and NHS standards.
The Directorate plays a key role in leading and supporting technological modernisation across the organisation, driving changes that will improve performance and efficiency in all areas of clinical and corporate service delivery across the Trust.
Job description
Job responsibilities
- To maintain programme and project electronic and paper filing systems and document library.
- To coordinate the receipt of high level financial updates on income and expenditure and to assist the Programme Manager with planning budgetary control and reporting requirements.
- To coordinate the receipt of programme, project, and work-stream progress reports and draft summary status reports.
- To liaise with those responsible for meetings to ensure that agendas and agenda papers are compiled and distributed in good time and to take notes of meetings. To also copy, collate and transport documents for meetings and events.
- To be responsible for organising meetings including liaising with internal and external contacts, negotiating dates within required deadlines, identifying and booking suitable venues, catering arrangements, audio-visual equipment and dissemination of papers.
- Ensure the operation of a robust system of items to be brought forward for meetings and appointments.
- To be responsible for the timely production of meeting minutes and action trackers.
- Creating and maintaining accurate lists of all staff for the projects according to agreed formats and timescales. Liaising with service admin, HR and other departments as required.
- Identify and implement actions, systems and processes that will improve the effectiveness of both the PPMO and the projects being delivered.
- To contribute to standardised administrative functions e.g. filing policies, communications etc. Identifying and maintaining
- Through the development and audit of the PMO products ensure continuous improvement of the PPMO administrative function
- To support the PPMO and wider Informatics management team with the administration of the recruitment process
Job description
Job responsibilities
- To maintain programme and project electronic and paper filing systems and document library.
- To coordinate the receipt of high level financial updates on income and expenditure and to assist the Programme Manager with planning budgetary control and reporting requirements.
- To coordinate the receipt of programme, project, and work-stream progress reports and draft summary status reports.
- To liaise with those responsible for meetings to ensure that agendas and agenda papers are compiled and distributed in good time and to take notes of meetings. To also copy, collate and transport documents for meetings and events.
- To be responsible for organising meetings including liaising with internal and external contacts, negotiating dates within required deadlines, identifying and booking suitable venues, catering arrangements, audio-visual equipment and dissemination of papers.
- Ensure the operation of a robust system of items to be brought forward for meetings and appointments.
- To be responsible for the timely production of meeting minutes and action trackers.
- Creating and maintaining accurate lists of all staff for the projects according to agreed formats and timescales. Liaising with service admin, HR and other departments as required.
- Identify and implement actions, systems and processes that will improve the effectiveness of both the PPMO and the projects being delivered.
- To contribute to standardised administrative functions e.g. filing policies, communications etc. Identifying and maintaining
- Through the development and audit of the PMO products ensure continuous improvement of the PPMO administrative function
- To support the PPMO and wider Informatics management team with the administration of the recruitment process
Person Specification
.
Essential
- oEducated to GCSE advanced level (NVQ 3 or equivalent) or with at least 3 years proven experience in an administrative role
- oHighly competent in the full suite of Microsoft Office Packages.
- oExcellent communication skills, both written and verbal, including communication skills. oGood organisational skills oAbility to work independently exercising judgment on appropriate actions and priorities oSelf-motivated and determined oHighly competent in the full suite of Microsoft Office packages. oMinute and action recording and key meetings such as project boards. oMaintain financial and numerical records. oAble to work as part of a team and on own initiative oExcellent time management skills
- oAbility to work to deadlines oAppropriate use of initiative oResilient in pressurised environments. oAbility to be assertive yet highly professional and co-operative. oSelf-motivated oGood telephone manner oGood customer facing skills oAbility to build co-operative relationships
Desirable
- oPrevious experience within an organisations project environment oFamiliar with Project Management methodologies oPrevious work within the NHS.
- oAppreciation of the structure of the NHS and the role of its constituent parts. oFamiliarity with terminology that applies to the NHS and its information systems
- oProficient in use of extended Microsoft office, Visio and Project. oDesktop publishing skills
- oFlexibility of working hours at busy times.
Person Specification
.
Essential
- oEducated to GCSE advanced level (NVQ 3 or equivalent) or with at least 3 years proven experience in an administrative role
- oHighly competent in the full suite of Microsoft Office Packages.
- oExcellent communication skills, both written and verbal, including communication skills. oGood organisational skills oAbility to work independently exercising judgment on appropriate actions and priorities oSelf-motivated and determined oHighly competent in the full suite of Microsoft Office packages. oMinute and action recording and key meetings such as project boards. oMaintain financial and numerical records. oAble to work as part of a team and on own initiative oExcellent time management skills
- oAbility to work to deadlines oAppropriate use of initiative oResilient in pressurised environments. oAbility to be assertive yet highly professional and co-operative. oSelf-motivated oGood telephone manner oGood customer facing skills oAbility to build co-operative relationships
Desirable
- oPrevious experience within an organisations project environment oFamiliar with Project Management methodologies oPrevious work within the NHS.
- oAppreciation of the structure of the NHS and the role of its constituent parts. oFamiliarity with terminology that applies to the NHS and its information systems
- oProficient in use of extended Microsoft office, Visio and Project. oDesktop publishing skills
- oFlexibility of working hours at busy times.
