Job summary
UHN Digital Transformation Project Support Officer
Would you like to play a pivotal role in supporting the successful delivery of Digital projects across the University Hospitals of Northamptonshire?
Are you proactive and eager to learn?
We are looking for someone to join our friendly and forward thinking team to provide day to day support for Project Managers and the Programme Leads across the full range of projects we deliver.
We deliver a variety of projects such as major clinical system implementations, network upgrades and supporting services to adopt existing Digital tools and you will play a key role in each.
You will experience all aspects of what is required to deliver Digital projects, ranging from reporting through to co-ordinating and leading change and work will be flexibly assigned by the Digital Programme Leads.
Please note, this role will work across both Kettering General Hospital and Northampton General Hospital as the Digital team serve both hospitals and you will be required to work at either site depending on what project support is required.
We support flexible working and a hybrid model of working on site and remotely.
Main duties of the job
Provide project administrative support to the Digital Transformation & Innovation team.
Support project managers to report regularly on project performance, risk management and financial control.
Lead on specific elements of project implementation (e.g. KPI (key performance indicator) collation; data collation; coordination of project reporting).
We have recently formed the University Hospitals of Northamptonshire NHS Group, bringing together the constituent organisations of Kettering General Hospital NHS Foundation Trust and Northampton General Hospital NHS Trust. We have agreed an ambitious Group Strategy 'Dedicated to Excellence' which sets out our strategic ambitions and priorities for the next five years. We have also launched our Group Digital Strategy, which sets out our ambitions over next three years to become the most digital hospital in England. Across our Digital portfolio we are working to the following principles.
Putting users' needs first.
Designing for simplicity.
Working in an agile way.
Doing things once across the Group.
Communicating and engaging throughout.
The post holder will work as part of a dynamic and agile digital transformation and innovation team. They will support the delivery and implementation of digital products and services as part of the Digital Transformation Programme which is in support of University of Northamptonshire's Digital Strategy.
About us
Northampton General Hospital is one of the largest employers in the area and we are on an exciting journey. All of our divisions are committed to doing things better, with more efficiency as we update, modernise, and advance. We have also entered into a Group Model with neighbouring Kettering General Hospital NHS Foundation Trust and become University Hospitals of Northamptonshire.
Our Excellence Values
Compassion
Accountability
Respect
Integrity
Courage
We want to recruit the best people to deliver our services across the University Hospitals of Northamptonshire and help to unleash everyone's full potential. As an organisation, we value how we communicate and promote our vacancies to all communities.
We are a Defence positive trust, supporting our reservists, veterans, spouses and partners.
The Hospital Group encourages applications from people who identify from all protected groups, especially those from BAME, Disabled and LGBTQ+ backgrounds as these are underrepresented in our hospitals.
We understand that we need to work with colleagues from diverse backgrounds and make sure the environment they work in is inclusive and collaborative.
We have active Networks that promote and support colleagues from all backgrounds.This ensures everyone feels supported and has a sense of belonging working for Kettering and Northampton General Hospitals.
Job description
Job responsibilities
Key deliverables
Provide project administrative support to the project delivery team who are delivering projects associated with the Group Digital Strategy, with varying levels of size and complexity.
Support project managers to report regularly on project performance, risk management and financial control.
Lead on specific elements of project implementation (e.g. KPI (key performance indicator) collation; data collation; coordination of project reporting).
First point of contact for enquiries to Digital Transformation and Innovation team from internal and external stakeholders postholder will manage responses to these enquiries.
Promote agile methodologies in delivery of digital projects.
Responsible for overseeing use of project management IT system ensuring all projects are utilising the tool to best effect.
Lead on financial reporting within Digital Division including tracking and reporting of purchase orders and invoices.
Project assurance
Support project managers in scheduling tasks and deliverables in order to deliver a project successfully.
Oversee use of the project management IT system including supporting project teams to ensure the system is up to date.
Support projects in collation of key operational management data and project reports, for review and use by the necessary Programme Board.
Responsible for collation of project reports for Programme Boards.
Coordinate collation of key performance indicator data and benefits data to support projects in showcasing the impact of projects on desired outcomes.
Organise project and programme meetings across multiple teams inside and outside of digital. These meetings will range in frequency and format.
Support in gathering of materials and preparation for meetings/ workshops.
Support in fostering of continuous improvement culture within projects team proactively suggesting changes to project management processes.
To foster a culture that values respect, teamwork and excellence in all aspects of the delivery of patient care.
Finance tracking
Lead on tracking and reporting of purchase orders and invoices within digital team this includes profiling future planned spend as well as tracking actual spend.
Work closely with procurement and finance team to create reports to summarise digital finance position.
Work closely with projects and business as usual teams to understand spend against projects and existing contracts.
Liaise with suppliers as required, to obtain quotes, purchase orders and invoices on time .
Ability to absorb and understand complex, financial information, whether in written, verbal, numerical, analytical and electronic forms.
Support monitoring and management of budgets and expenditure Communication and relationships.
Support projects to work with users to understand their needs and ensure digital products meet their needs and provide benefits for organisation, staff and patients.
Use persuasive, and influencing skills to support projects when required to overcome significant barriers to acceptance of projects.
Assist project teams with communications planning including writing communication material as required.
Record actions and decisions (and minutes as required) for Programme Boards.
Communicate information in varying formats (word, presentation, emails) to a wide range of internal and external staff to support with project delivery.
Professional/ personal development
The post holder will take responsibility for their own professional development, identifying training and educational needs and agreeing ways of addressing these with the Digital Transformation Programme Manager.
Job requirements
We support distributed and flexible working arrangements, however, subject to business needs, there may be a requirement to travel between the Kettering and Northampton Hospital sites and other sites across the Group and ICS.
Frequent VDU use is required for this post for periods of up to 3 to 4 hours at a time in order to produce complex reports and analysis to support decision-making.
Standard keyboard skills
Frequent concentration will be required on a wide variety of complex issues throughout the day.
The post holder will participate in and support meetings, which require frequent concentration, with a variety of audiences and mixtures of attendees.
There will also be a requirement to present complex information at meetings which will require the individual to have frequent concentration to ensure that there is active engagement in the subject matter at hand.
Exposure to unpleasant working conditions or hazards is rare.
Office conditions, with an occasional requirement to travel between sites in this role (for example to support go lives of projects; an unforeseen level of absence at one site; support training or onboarding of new starters; team workshops etc).
Job description
Job responsibilities
Key deliverables
Provide project administrative support to the project delivery team who are delivering projects associated with the Group Digital Strategy, with varying levels of size and complexity.
Support project managers to report regularly on project performance, risk management and financial control.
Lead on specific elements of project implementation (e.g. KPI (key performance indicator) collation; data collation; coordination of project reporting).
First point of contact for enquiries to Digital Transformation and Innovation team from internal and external stakeholders postholder will manage responses to these enquiries.
Promote agile methodologies in delivery of digital projects.
Responsible for overseeing use of project management IT system ensuring all projects are utilising the tool to best effect.
Lead on financial reporting within Digital Division including tracking and reporting of purchase orders and invoices.
Project assurance
Support project managers in scheduling tasks and deliverables in order to deliver a project successfully.
Oversee use of the project management IT system including supporting project teams to ensure the system is up to date.
Support projects in collation of key operational management data and project reports, for review and use by the necessary Programme Board.
Responsible for collation of project reports for Programme Boards.
Coordinate collation of key performance indicator data and benefits data to support projects in showcasing the impact of projects on desired outcomes.
Organise project and programme meetings across multiple teams inside and outside of digital. These meetings will range in frequency and format.
Support in gathering of materials and preparation for meetings/ workshops.
Support in fostering of continuous improvement culture within projects team proactively suggesting changes to project management processes.
To foster a culture that values respect, teamwork and excellence in all aspects of the delivery of patient care.
Finance tracking
Lead on tracking and reporting of purchase orders and invoices within digital team this includes profiling future planned spend as well as tracking actual spend.
Work closely with procurement and finance team to create reports to summarise digital finance position.
Work closely with projects and business as usual teams to understand spend against projects and existing contracts.
Liaise with suppliers as required, to obtain quotes, purchase orders and invoices on time .
Ability to absorb and understand complex, financial information, whether in written, verbal, numerical, analytical and electronic forms.
Support monitoring and management of budgets and expenditure Communication and relationships.
Support projects to work with users to understand their needs and ensure digital products meet their needs and provide benefits for organisation, staff and patients.
Use persuasive, and influencing skills to support projects when required to overcome significant barriers to acceptance of projects.
Assist project teams with communications planning including writing communication material as required.
Record actions and decisions (and minutes as required) for Programme Boards.
Communicate information in varying formats (word, presentation, emails) to a wide range of internal and external staff to support with project delivery.
Professional/ personal development
The post holder will take responsibility for their own professional development, identifying training and educational needs and agreeing ways of addressing these with the Digital Transformation Programme Manager.
Job requirements
We support distributed and flexible working arrangements, however, subject to business needs, there may be a requirement to travel between the Kettering and Northampton Hospital sites and other sites across the Group and ICS.
Frequent VDU use is required for this post for periods of up to 3 to 4 hours at a time in order to produce complex reports and analysis to support decision-making.
Standard keyboard skills
Frequent concentration will be required on a wide variety of complex issues throughout the day.
The post holder will participate in and support meetings, which require frequent concentration, with a variety of audiences and mixtures of attendees.
There will also be a requirement to present complex information at meetings which will require the individual to have frequent concentration to ensure that there is active engagement in the subject matter at hand.
Exposure to unpleasant working conditions or hazards is rare.
Office conditions, with an occasional requirement to travel between sites in this role (for example to support go lives of projects; an unforeseen level of absence at one site; support training or onboarding of new starters; team workshops etc).
Person Specification
Education, Training & Qualifications
Essential
- Knowledge of administrative procedures, including specialised IT systems and project management, training knowledge, acquired through formal training or experience to diploma level equivalent
Desirable
- Quality improvement or project management methodology qualification e.g. QSIR, AgilePM
Knowledge & Experience
Essential
- Evidence of continuing professional development
- Experience of providing administrative support including setting up and administrating meetings and adhoc task support
- Evidence of producing reports to summarise complex information in a more digestible format
- Experience of working with a wide range of stakeholders using different communication approaches relevant to the audience
- Experience of gathering data (e.g. operational management data) and converting into graphs/ reports to support business delivery
- Experience of financial reporting and tracking - including forecasting
- Experience of working across organisational boundaries
Desirable
- Experience of working with external suppliers and holding them to account
- Experience of managing/ supporting large, complex projects
- Experience of utilising a project management reporting system
- Experience of working within the NHS
- Experience and understanding of agile methodology and thinking
Skills
Essential
- Ability to organise, plan and coordinate meetings/ schedules across many stakeholders
- Ability to self-motivate and work on own initiative and organise own workload
- Good interpersonal skills, including negotiation and influencing, with internal and external stakeholders
- Good verbal communication skills; ability to build rapport with a wide range of stakeholders at all levels and to develop wider networks
- Good written communication skills; ability to convey complex information in a way that is understood by a range of target audiences
- Ability to respond to shifting priorities, demands and timescales in a high-pressure environment where there are competing demands.
- Ability to absorb and understand complex financial information
- Good persuasive skills to help projects overcome barriers to accepting change
- Comfortable using range of communication styles and formats/ tools including powerpoint and word
Skills (part 2)
Essential
- Passionate and committed to bring our Dedicated to Excellence values to life, improving the way we work with each other, particularly focusing on empowerment, equality diversity and inclusion of our staff, patients and service users
- Ability to travel between the Kettering and Northampton Hospital sites and other sites across the Group (where postholders are required to travel as part of their role)
Person Specification
Education, Training & Qualifications
Essential
- Knowledge of administrative procedures, including specialised IT systems and project management, training knowledge, acquired through formal training or experience to diploma level equivalent
Desirable
- Quality improvement or project management methodology qualification e.g. QSIR, AgilePM
Knowledge & Experience
Essential
- Evidence of continuing professional development
- Experience of providing administrative support including setting up and administrating meetings and adhoc task support
- Evidence of producing reports to summarise complex information in a more digestible format
- Experience of working with a wide range of stakeholders using different communication approaches relevant to the audience
- Experience of gathering data (e.g. operational management data) and converting into graphs/ reports to support business delivery
- Experience of financial reporting and tracking - including forecasting
- Experience of working across organisational boundaries
Desirable
- Experience of working with external suppliers and holding them to account
- Experience of managing/ supporting large, complex projects
- Experience of utilising a project management reporting system
- Experience of working within the NHS
- Experience and understanding of agile methodology and thinking
Skills
Essential
- Ability to organise, plan and coordinate meetings/ schedules across many stakeholders
- Ability to self-motivate and work on own initiative and organise own workload
- Good interpersonal skills, including negotiation and influencing, with internal and external stakeholders
- Good verbal communication skills; ability to build rapport with a wide range of stakeholders at all levels and to develop wider networks
- Good written communication skills; ability to convey complex information in a way that is understood by a range of target audiences
- Ability to respond to shifting priorities, demands and timescales in a high-pressure environment where there are competing demands.
- Ability to absorb and understand complex financial information
- Good persuasive skills to help projects overcome barriers to accepting change
- Comfortable using range of communication styles and formats/ tools including powerpoint and word
Skills (part 2)
Essential
- Passionate and committed to bring our Dedicated to Excellence values to life, improving the way we work with each other, particularly focusing on empowerment, equality diversity and inclusion of our staff, patients and service users
- Ability to travel between the Kettering and Northampton Hospital sites and other sites across the Group (where postholders are required to travel as part of their role)
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.
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).
Additional information
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.
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).
