Job summary
The Transformation Team's mission is to foster a culture of improvement-led delivery by enhancing capability in improvement, project, and change management, while empowering teams to implement changes in their own services. The team provides expertise in these areas, delivering a trust-wide improvement training program and offering support and coaching to staff involved in transformation projects. The team also promotes engagement, monitors progress, and facilitates the spread of learning across the organization.
The postholder will be essential in providing high-quality administrative and project support to the Transformation Team. Working closely with central and project teams, they will handle a variety of tasks, including secretarial duties, supporting improvement projects, and assisting with the implementation of actions that drive project and program delivery. Flexibility is key, as the role's requirements will shift based on organizational needs.
The Transformation Team is part of the Trust's Strategy, Partnerships, and Transformation Directorate, which oversees the Trust's strategic initiatives, improvement programs, population health efforts, and IT functions.
Key Relationships:
- Senior Improvement and Transformation Leads
- Improvement and Transformation Managers
- Head of Improvement and Transformation
- Associate Director of Transformation
- Chief Strategy, Partnerships and Transformation Officer
- Divisional leaders in Operations, Finance, HR, IT, and Clinical Services
Main duties of the job
This role provides efficient administrative and project support to the Transformation Team, crucial for the success of projects, programmes, and training sessions. Key tasks include collaborating with Programme and Project Managers to manage actions, maintain a central library of documentation, and ensure accurate records. You will organize and attend regular update meetings, facilitate stakeholder engagement events, and support clinical audits and performance meetings.
Responsibilities also include delivering comprehensive project support, such as administration, scheduling, and using service improvement tools. The role demands proactive management of project issues, taking initiative to resolve urgent matters, and leading specific project stages as directed. Effective communication of complex information is essential, requiring strong influencing and negotiating skills.
Additionally, you will collect and analyze project data, preparing reports to monitor progress and support decision-making processes. Mastery of tools like MS Excel for project scheduling is vital to ensure timely and successful project outcomes.
About us
Our people are our greatest asset. When we feel supported and happy at work, this positivity reaches those very people we are here for, the patients. Engaged employees perform at their best and our Equality, Diversity & Inclusion (EDI) initiatives contribute to cultivate a culture of engagement. We have four staff networks, a corporate EDI Team and a suite of programmes and events which aim to insert the 5 aspirations:
- Improving representation at senior levels of staff with disabilities, from black, Asian, and ethnic minorities background, identify as LGBTQ+ and women, through improved recruitment and leadership development
- Widening access (anchor institution) and employability
- Improving the experience of staff with disability
- Improving the EDI literacy and confidence of trust staff through training and development
- Making equalities mainstream
Job description
Job responsibilities
Act as first point of contact for project enquiries, including telephone and post enquiries, taking and passing on messages, drawing these to the attention of the relevant persons promptly
Manage and maintain the document and data control process within projects and programmes using defined systems
Issue any relevant progress reports to the Project or Programme Manager.
Correlation of all documentation, logging, filing and distribution accordingly, ensuring accurate audit trail is maintained.
Control the quality system within the Project Office, capturing all relevant processes, and review regularly.
To attend and minute meetings as and when required, maintain a log of required actions and decisions.
To pro-actively manage the actions log providing updates as required by the Project or Programme Manager.
Provide administrative support to the Project Team in all aspects of work relating to Projects. This will also include the co-ordination of diaries, arrangement of meetings, venues and catering requirements etc.
Undertaking general administration duties including typing, photocopying, distributing and filing all correspondence, dealing with incoming mail and telephone calls/enquiries.
Maintain an effective bring forward system, ensuring that deadlines are adhered to and action is taken as appropriate.
Performing routine and ad-hoc data analysis tasks and simple interpretation.
Undertaking desktop research
Provide secretarial support to the Project Team as and when required.
Carry out any other relevant duties that may be requested to ensure the systems within the Project Office are under control.
Financial Management
Where required work with the finance leads and finance project support to agree budgets for the purpose of the strategic projects, ensuring financial balance.
Construct business cases including complex financial modelling to support the option appraisal.
Provide effective advice and support on matters concerning the physical security and best use of Trust resources.
The post holder will work with the wider organisations to ensure information from all sources is triangulated and used effectively to deliver improved outcomes.
The post holder will ensure the use of cost, quality and other information to support a cycle of continuous improvement in operational performance within the Trust.
Provide advice to a wide range of Business Case/new policies including areas where there has been no precedent.
Job description
Job responsibilities
Act as first point of contact for project enquiries, including telephone and post enquiries, taking and passing on messages, drawing these to the attention of the relevant persons promptly
Manage and maintain the document and data control process within projects and programmes using defined systems
Issue any relevant progress reports to the Project or Programme Manager.
Correlation of all documentation, logging, filing and distribution accordingly, ensuring accurate audit trail is maintained.
Control the quality system within the Project Office, capturing all relevant processes, and review regularly.
To attend and minute meetings as and when required, maintain a log of required actions and decisions.
To pro-actively manage the actions log providing updates as required by the Project or Programme Manager.
Provide administrative support to the Project Team in all aspects of work relating to Projects. This will also include the co-ordination of diaries, arrangement of meetings, venues and catering requirements etc.
Undertaking general administration duties including typing, photocopying, distributing and filing all correspondence, dealing with incoming mail and telephone calls/enquiries.
Maintain an effective bring forward system, ensuring that deadlines are adhered to and action is taken as appropriate.
Performing routine and ad-hoc data analysis tasks and simple interpretation.
Undertaking desktop research
Provide secretarial support to the Project Team as and when required.
Carry out any other relevant duties that may be requested to ensure the systems within the Project Office are under control.
Financial Management
Where required work with the finance leads and finance project support to agree budgets for the purpose of the strategic projects, ensuring financial balance.
Construct business cases including complex financial modelling to support the option appraisal.
Provide effective advice and support on matters concerning the physical security and best use of Trust resources.
The post holder will work with the wider organisations to ensure information from all sources is triangulated and used effectively to deliver improved outcomes.
The post holder will ensure the use of cost, quality and other information to support a cycle of continuous improvement in operational performance within the Trust.
Provide advice to a wide range of Business Case/new policies including areas where there has been no precedent.
Person Specification
Experience
Essential
- Previous NHS / social care experience
- Significant experience in an admin and project support role
Desirable
- Project management experience
- Quality improvement experience
Skills, Abilities and Knowledge
Essential
- Excellent management and organisational skills
- Good understanding of Microsoft Office Software including Excel, PowerPoint, Outlook and Word.
- Ability to work under pressure
- Ability to work autonomously and prioritise own workload
- Ability to support and encourage candidates
- Highly developed Influencing and negotiating skills
- Ability to make decisions under pressure
- Maintain working to key deadlines
Communication
Essential
- Highly effective communication / interpersonal skills
- Must be able to present to a range of different audiences, including key stakeholders.
Qualifications
Essential
- Educated to degree level in relevant subject or equivalent level of qualification or significant equivalent previous proven experience
Other
Essential
- Must be able to make travel arrangements as travelling across Lewisham and Greenwich Boroughs (adjustments can be made for candidates with a disability)
- Able to communicate effectively in written and verbal English Language
Person Specification
Experience
Essential
- Previous NHS / social care experience
- Significant experience in an admin and project support role
Desirable
- Project management experience
- Quality improvement experience
Skills, Abilities and Knowledge
Essential
- Excellent management and organisational skills
- Good understanding of Microsoft Office Software including Excel, PowerPoint, Outlook and Word.
- Ability to work under pressure
- Ability to work autonomously and prioritise own workload
- Ability to support and encourage candidates
- Highly developed Influencing and negotiating skills
- Ability to make decisions under pressure
- Maintain working to key deadlines
Communication
Essential
- Highly effective communication / interpersonal skills
- Must be able to present to a range of different audiences, including key stakeholders.
Qualifications
Essential
- Educated to degree level in relevant subject or equivalent level of qualification or significant equivalent previous proven experience
Other
Essential
- Must be able to make travel arrangements as travelling across Lewisham and Greenwich Boroughs (adjustments can be made for candidates with a disability)
- Able to communicate effectively in written and verbal English Language
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
