Project Support Officer

Liverpool University Hospitals NHS Foundation Trust

This job is now closed

Job summary

To support the delivery of the vital Covid-19 response operations there is a vacancy to work within coordinated Cheshire and Merseyside Covid-19 Operations Programme available. These can be offered on either a secondment basis or fixed term contracts to 31st March 2022. If applying on a secondment basis please seek the support of your existing employer before applying. These are remote working from home roles, although Covid secure desks are available to book within MIAA office locations. These roles will be part of the C&M Covid-19 Operations Team (part of the C&M HCP) and will be hosted via MIAA. The team has been established to provide support across all 9 places within Cheshire & Merseyside. The team oversees and supports the delivery of the Mass Vaccination Programme and delivery of the Testing and Swabbing Strategy. Providing a central coordination, operational management and issue resolution to all aspects of delivery.This is a very agile and responsive team who work closely with all C&M Providers, Local Authorities, NHSE/I, National agencies, NHS Supply Chain and community based organisations. The SVOC provides daily (7 days, 8am- 8 pm) support to colleagues across the C&M system and acts a single point of contact for all COVID-19 vaccination queries and feedback

Main duties of the job

Mailbox management of central Cheshire & Merseyside Inbox.

To identify and escalate, where appropriate COVID-19 related incidents and problems being experienced in the Cheshire & Merseyside System

Supporting key meeting including, diary management, organising papers and taking meeting notes

To ensure good flow of information, across all 9 Places within C&M, to Regional colleagues and to National Incident Co-Ordination Centre as required

To join up at System/regional level the efforts by different agencies e.g. NHS, PHE

To collate and coordinate any required information or data returns as required

To provide ad hoc project and operational support to the C&M Vaccination programme team as required

Minute taking experience is essential

Strong written and verbal communication skills

Skilled in collating large sets of information

Experience of organising and supporting operational services or large programmes

Maintaining key documents including project plan, Risk, issue and action logs

About us

Liverpool University Hospitals NHS Foundation Trust was created on 1 October 2019 following the merger of two adult acute Trusts, Aintree University Hospital NHS Foundation Trust and the Royal Liverpool and Broadgreen University Hospitals NHS Trust.

The merger provides an opportunity to reconfigure services in a way that provides the best healthcare services to the city and improves the quality of care and health outcomes that patients experience.

The Trust runs Aintree University Hospital, Broadgreen Hospital, Liverpool University Dental Hospital and the Royal Liverpool University Hospital.

It serves a core population of around 630,000 people across Merseyside as well as providing a range of highly specialist services to a catchment area of more than two million people in the North West region and beyond.

To hear more about our achievements click here https://www.liverpoolft.nhs.uk/media/13089/1606-annual-report-booklet_final.pdf

Date posted

04 November 2021

Pay scheme

Agenda for change

Band

Band 4

Salary

£22,549 to £24,882 a year per annum

Contract

Fixed term

Duration

4 months

Working pattern

Full-time

Reference number

287-MIAA-33-21

Job locations

MIAA

Brunswick Business Park

Liverpool

L3 4BL

Job description

Job responsibilities

See Job Description for further details:

Provide business administration and secretarial support to the team as required including composing and typing of correspondence, producing slides and taking minutes of meetings using Word, Excel and PowerPoint.

Undertake office activities including the creation and on-going updating of relevant documentation such as project plans, risk and action logs and key reporting documents. This will include tracking and monitoring on a monthly basis and the preparation of key reports and key issues to highlight through the Project governance processes as required.

Undertake project assurance activity, producing reports and meeting with key stakeholders to review information as required

Provide senior secretarial and administrative support to the Programme Delivery Office Director

Provide project support as required, participating in meetings, workshops and events as required

Be responsible for dealing with issues of a highly sensitive and confidential nature i.e. patient / staffing information and issues

Provide support to the relevant programme forums as required including Programme Board, Steering Groups Meetings, Workshops and other appropriate Governance Groups of the Health and Care Partnership Programme. Preparing reports, servicing meetings, undertaking monitoring and analysis as appropriate

Undertake stock control processes for the team, placing orders for items required including stationery and equipment. Act as the authorised signatory as applicable for goods received and maintain an overview of the budget

Promote the spirit of innovation across all services within the C&M Health and Care Partnership, and to work with external partners to promote a culture of innovation across all service providers and commissioners.

Provide support to the nominated leads of the C&M Health and Care Partnership as appropriate.

Provide a senior level administrative, project and secretarial support to the Programme Delivery Office Director

Type documents including agendas, minutes, letters and reports

Sort, open and redirect incoming mail prioritising this for review or action

Respond to E mails as appropriate

Maintain/set up filing systems for the Programme Delivery Office

Undertake photocopying and distribution as required

Arrange appointments, workshops and events

Collation of material for regular organisational communication documents

Organise, prioritise and maintain an electronic diary, making and recording appointments as required

Maintain filing systems

Support the facilitation of workshops and one-to-one interviews to capture as-is processes, current issues and development of to-be solutions.

Support the production of as-is and to-be processes and ensuring that outputs are validated by key stakeholders (internal and external stakeholders)

Provide support to individual Major Projects and across the Portfolio as directed by the Programme Managers and PDO Director.

Support the delivery of key tasks to cost quality and time constraints and the production of relevant project documentation (i.e. briefs, PIDs, plans and statements of work)

Produce and maintain accurate risk and issues logs and work with owners to ensure actions are happening (mitigating or resolving)

Support the implementation of to-be processes. Provide advice and direction to ensure smooth transition to revised ways of working. When appropriate advise on or develop relevant documents (for example, training documents, procedures).

Develop relationships with key stakeholders to ensure progression of analysis and redesign activities

Support the Assurance requirements to track, collate and report on delivery of the H&CP Transformation portfolio including maintaining the assurance dashboard and proactive engagement with programme leads to ensure evidence is provided in a timely manner.

Ensure that regular and appropriate update reports are provided to the relevant governance forum

Produce good quality, accurate and timely correspondence, presentations, reports, minutes, meeting notes, records and other documents

Promote a culture of innovation and continuous improvement, enabling all change management activity, providing expertise, advice and guidance to all staff, working with staff groups and champions as required

Develop and regularly review all governance/quality assurance processes

Predict, track and realise benefits (cost, performance, cultural) for all projects(s) within a specified timeframe, escalating issues and changes to risks as appropriate to the management team and project boards

Ensure all programmes and projects within the Portfolio comply with the appropriate governance and assurance arrangements.

Support the development of relevant programme reporting dashboards, to ensure timely and accurate reporting.

Maintain the benefits trackers to ensure all planned projects are accurately recorded and adjusted in line with the agreed change control process.

Maintain and monitor the exception report ensuring risks and issues are appropriately recorded, updated and actioned upon.

Ensure that regular and appropriate update reports are provided to the relevant governance mechanisms and escalated as appropriate

Establish and maintain constructive and fruitful working relationships with all members of the C&M Health and Care Partnership, fostering a strong culture of partnership working.

Ensure that work stream leads, clinical leads and executive sponsors obtain support to delivery items they are accountable for as appropriate/directed.

Communicate the vision, objectives and plans to achieve commitment and ownership