PMO Administrator

Job description

Job responsibilities

Key Responsibilities of the Role 1.1. Act as the main point of contact for all enquiries, both in person and by telephone, redirecting patients, members of the public, staff and other service users to relevant person or departments, as/if necessary. 1.2. Be responsible for data processing by ensuring the data is accurately recorded, processed, and stored in relevant database management systems or other information storage systems. 1.3. Be responsible for regularly updating the data by processing the information received from the end users and other stakeholders. 1.4. Administrative and work procedures relevant to the role and to the specific service will be demonstrated and trained on job. 1.5. To type and transcribe formal minutes at the request of the manager during meetings. 2. Communications and Stakeholder Engagement 2.1. Provide and receive routine information using tact or persuasive skills. 2.2. Communicate the routine updates on working tasks/project information to end users in a professional manner. 2.3. Communicate effectively with senior managers, managers, staff, and colleagues, both internal and external. 2.4. Communicate with a high degree of confidentiality in relation to the data handled in their own role. 3. Strategic Leadership and Service DevelopmentSection 1 JD (Generic) Administrator- AFC Band 3 August 20223.1. To support and make suggestions on current administrative procedures to ensure constant improvement in services and be responsible for adapting own practice, as agreed with line manager. 3.2. To support new employees in onboarding process by demonstrating activities of the role and training them in current work discipline and departmental procedures. 3.3. There will be an element of auditing and completing surveys within own area of work. 4. Analytical, Judgmental and Decision Making 4.1. To coordinate and schedule meetings with relevant stakeholders and managers at the request of your manager. This will involve coordinating diaries and ensuring that the scheduled meeting runs smoothly. The meeting could be in person or using virtual meeting systems such as MS teams. 4.2. To prioritise own workload and ensure that work is completed within agreed timescales. 4.3. To analyse and make judgments on routine/process-oriented tasks. 4.4. To plan and organise straightforward activities which may require a certain degree of judgment and analysis to alter formulation adjustments to such meeting. 5. Resource Management 5.1. The post holder is not responsible for managing other staff; however, they will be expected to occasionally demonstrate their current work activities to new or less experienced employees within their own discipline. 5.2. The post holder will be expected to maintain all stationery and office supplies as and when required. 6. Working Conditions and Additional Information ( Role Specific) 6.1. The post holder will be working under office conditions; however, they might occasionally be exposed to indirect unpleasant conditions based on area of work.

Person Specification

Essential

Essential

• Able to multi task, assessing priorities ensuring projects are managed and completed to time

Desirable

• ability to devise and present information in a range of formats and tailor to approach to needs of the team

Essential

Essential

• Able to demonstrate ability to maintain, update and manage accurate records consistent with policies and procedures.

Desirable

• Experience, knowledge and skills in project management or similar discipline

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.

Certificate of Sponsorship

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).

Employer details

Employer name

East of England Ambulance Service

Address

EEAST Headquarters

Melbourn

SG8 6EN

Employer's website

https://www.eastamb.nhs.uk (Opens in a new tab)