Job summary
An exciting opportunity has arisen within the Combined Community & Acute (CCA) Group, which is seeking to recruit an enthusiastic, efficient Project Support Officer to work within their busy Headquarters based at Northern General Hospital.
The role is responsible for the planning, oversight and delivery of projects designed to support improvement in operational delivery and efficiency within the CCA group.
The post holder will support the management team and provide leadership for the development and delivery of identified projects, services and core operational functions of the Care group such as winter preparedness. This will include, for example, providing leadership for all aspects of events coordination, alongside providing service improvement leadership to the delivery of microsystem or project work.
The post holder will also work closely with Senior Clinicians and other Clinical Managers to coordinate and support the delivery of projects across the CCA Group as outlined in CCA Group Business and P&E Plans.
Main duties of the job
- Assisting the Deputy Director of Operations on all aspects of the operational functioning of the Care Group, working as a core member of the team to provide an effective business support to service the Care Group Programme of work.
- Assisting in the recruitment of individuals in PMO
- To be responsible for all arrangements to support the smooth running of the central business function, service improvement events and sessions such as advertisement and marketing, meeting with relevant team members, booking venues, liaising with catering, confirming car parking arrangements, notifying appropriate personnel of people attending the courses, planning the event and setting up the course site and support areas etc., post event evaluation and communication.
- Organise and plan meetings (virtual and face to face) as required, taking formal
This vacancy is advertised on a fixed term contract basis for a period of 12 months due to the post being externally funded. The fixed term contract status of the post holder will be reviewed in accordance with the Trust's legal obligations regarding fixed term contracts taking into consideration the ongoing source of the external funding and the requirement for the post to be maintained.
Please also note any secondment must first be agreed with your current line manager.
About us
The Combined Community and Acute Group consists of three Directorates and covers a diverse range of Acute and Community Services over several sites across the city of Sheffield.
You will be working for an organisation which values and respects all of its staff and the community it serves. The Trust is a leader in the NHS and research sectors and provides excellent benefits for its staff. This includes commitments to professional development but also many policies to support employees in balancing their personal and professional lives.
Job description
Job responsibilities
Please view the attached Job Description and Person Specification documents for full details regarding this post.
- Assist in producing and setting up material which is used to monitor activities across the Care Group (i.e. Gantt chart, PMO documentation, information to monitor key performance indicators).
- Working with clinical and administrative staff to set-up project documentation and progress projects; this includes training and support with updating Project plans, Risk and Issue Logs and Highlight Reports
- Manage document systems on behalf of the teams and where appropriate, set up new systems of managing documents and project processes e.g. creating and updating SharePoint sites.
- General administration associated with co-ordinating the production of correspondence, materials (Information packs, course material, evaluation sheets etc.) using Word, PowerPoint, Excel, SharePoint, Access etc.
- Assisting the PMO Programme Manager in organising and promoting PMO workshops, master classes, courses, sessions etc. fully utilising interactive technology and direct and manage unpredictable situations which arise on the day.
- Find and book venues, catering and ensure all necessary documentation and material is available as required.
- Implement and organise complex timetabling, liaising with the PMO Programme Manager and possibly outside agencies.
- Attend meetings and workshops as required, registering delegates, liaising with venue staff and stakeholders, taking formal minutes/ notes and ensure the smooth running of the event.
- Collecting and collating feedback and evaluation data.
- Provide and receive complex information from individuals, external organisation, recruitment agencies, finance, HR and Procurement teams. Be able to make sense of it, identify the crucial facts and information that requires immediate action, deal with it where possible or alert the PMO Programme Manager in a timely way.
- Assisting in the development of case studies for internal/external promotion/communication purposes.
- Assisting in the editing of videos of recorded events for internal/external promotion/communication purposes.
- Undertake junior project tasks on an ad hoc basis as delegated through Programme teams.
- Update the Trust Communications Team with updates of SI progress, events, sessions and microsystem team interventions.
Job description
Job responsibilities
Please view the attached Job Description and Person Specification documents for full details regarding this post.
- Assist in producing and setting up material which is used to monitor activities across the Care Group (i.e. Gantt chart, PMO documentation, information to monitor key performance indicators).
- Working with clinical and administrative staff to set-up project documentation and progress projects; this includes training and support with updating Project plans, Risk and Issue Logs and Highlight Reports
- Manage document systems on behalf of the teams and where appropriate, set up new systems of managing documents and project processes e.g. creating and updating SharePoint sites.
- General administration associated with co-ordinating the production of correspondence, materials (Information packs, course material, evaluation sheets etc.) using Word, PowerPoint, Excel, SharePoint, Access etc.
- Assisting the PMO Programme Manager in organising and promoting PMO workshops, master classes, courses, sessions etc. fully utilising interactive technology and direct and manage unpredictable situations which arise on the day.
- Find and book venues, catering and ensure all necessary documentation and material is available as required.
- Implement and organise complex timetabling, liaising with the PMO Programme Manager and possibly outside agencies.
- Attend meetings and workshops as required, registering delegates, liaising with venue staff and stakeholders, taking formal minutes/ notes and ensure the smooth running of the event.
- Collecting and collating feedback and evaluation data.
- Provide and receive complex information from individuals, external organisation, recruitment agencies, finance, HR and Procurement teams. Be able to make sense of it, identify the crucial facts and information that requires immediate action, deal with it where possible or alert the PMO Programme Manager in a timely way.
- Assisting in the development of case studies for internal/external promotion/communication purposes.
- Assisting in the editing of videos of recorded events for internal/external promotion/communication purposes.
- Undertake junior project tasks on an ad hoc basis as delegated through Programme teams.
- Update the Trust Communications Team with updates of SI progress, events, sessions and microsystem team interventions.
Person Specification
Qualifications
Essential
- Five GCSEs (or equivalent) including C grade or above in English and Maths
- Educated to A-level standard in a relevant subject or RSA/NVQ3 in Administration
Desirable
- Project or business administration or similar
- Prince 2 or MSP qualifications or other project management training
- University degree or relevant equivalent work experience
Experience
Essential
- Evidence of significant administration and coordination experience
- Experience of organising shared electronic information e.g. use of SharePoint, developing websites
- Evidence of IT literacy (Microsoft Word, Excel, PowerPoint, Publisher)
- Demonstrate ability to problem solve and prioritise workload
- Evidence of events planning and delivery
Desirable
- Experience of healthcare environment
- Experience of working on Customer Relationship Management
Specialist skills/ Aptitudes
Essential
- Excellent communication skills, both written and verbal
- Demonstrates a degree of creative flare for marketing and promotion work
- Ability to adopt a flexible approach to work
- Ability to pay attention to detail
- Demonstrate working on own initiative
- Ability to present information in a concise manner
- Methodical and organised approach to work ensuring the ability to work accurately under pressure
- Evidence of ability to deal effectively and appropriately with people at all levels from a broad range of organisations
- Understand issues relating to equality and diversity and how this impacts on quality and improvement work
- Understanding of confidentiality and data protection
- Ability to work within established procedures and timescales/deadlines
- Ability to work as part of a team and on own initiative as and when necessary
Desirable
- Ability to review working methods and procedures and suggest alternative methods of improvement
Other Factors
Essential
- Advanced keyboard skills with high degree of accuracy
- There will be a requirement for concentration where the work pattern is unpredictable
Values and behaviours
Essential
- Demonstrable commitment to and focus on quality, promotes high standards to consistently improve patient outcomes, putting patients first
- Respectful to patients, staff colleagues and all internal and external contacts. Values diversity and difference, operates with integrity
- Demonstrates ownership for own actions and areas of responsibility.
- Demonstrates unity with all colleagues. Works across boundaries, looks for collective success.
- Proven track record of delivery on objectives.
Person Specification
Qualifications
Essential
- Five GCSEs (or equivalent) including C grade or above in English and Maths
- Educated to A-level standard in a relevant subject or RSA/NVQ3 in Administration
Desirable
- Project or business administration or similar
- Prince 2 or MSP qualifications or other project management training
- University degree or relevant equivalent work experience
Experience
Essential
- Evidence of significant administration and coordination experience
- Experience of organising shared electronic information e.g. use of SharePoint, developing websites
- Evidence of IT literacy (Microsoft Word, Excel, PowerPoint, Publisher)
- Demonstrate ability to problem solve and prioritise workload
- Evidence of events planning and delivery
Desirable
- Experience of healthcare environment
- Experience of working on Customer Relationship Management
Specialist skills/ Aptitudes
Essential
- Excellent communication skills, both written and verbal
- Demonstrates a degree of creative flare for marketing and promotion work
- Ability to adopt a flexible approach to work
- Ability to pay attention to detail
- Demonstrate working on own initiative
- Ability to present information in a concise manner
- Methodical and organised approach to work ensuring the ability to work accurately under pressure
- Evidence of ability to deal effectively and appropriately with people at all levels from a broad range of organisations
- Understand issues relating to equality and diversity and how this impacts on quality and improvement work
- Understanding of confidentiality and data protection
- Ability to work within established procedures and timescales/deadlines
- Ability to work as part of a team and on own initiative as and when necessary
Desirable
- Ability to review working methods and procedures and suggest alternative methods of improvement
Other Factors
Essential
- Advanced keyboard skills with high degree of accuracy
- There will be a requirement for concentration where the work pattern is unpredictable
Values and behaviours
Essential
- Demonstrable commitment to and focus on quality, promotes high standards to consistently improve patient outcomes, putting patients first
- Respectful to patients, staff colleagues and all internal and external contacts. Values diversity and difference, operates with integrity
- Demonstrates ownership for own actions and areas of responsibility.
- Demonstrates unity with all colleagues. Works across boundaries, looks for collective success.
- Proven track record of delivery on objectives.
Additional information
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
