Job summary
Are you looking for a new challenge? Would you like to join a warm, welcoming and inclusive team dedicated to providing flexible, creative, patient-centered and evidence-based project management support?
If so, a fantastic opportunity has arisen for a band 7 PMO Transformation Project Support Officer to work with across the newly established North London Mental Health Partnership.
Main duties of the job
Communication
- Provide relevant and timely specialist advice and guidance on functional and information matters.
- Work with members of the team, key stakeholders and suppliers to investigate the causes of any variance from plan or delivery targets and contribute to the implementation of solutions.
- Responsible for preparation of correspondence and complex papers, as directed by the Programme Managers.
- Communicate with the Project Teams progress on key activities being managed. This will include preparing written project reports on areas for which the post holder is responsible.
- Communicate with tact, understanding and discretion with members of the public, external organisations, Senior Managers and staff when dealing with enquiries and complaints. Often being the first point of contact for callers with a heightened anxiety, taking ownership of the call and escalating accordingly.
Customer Care
- Recognise the importance of confidentiality and sensitivity of issues at all times with ability to act, using the utmost discretion.
Information Management
- Operate within and provide enhancements to current management information, reporting to enhance decision making processes.
- Update, maintain, organise, gather and analyse information to predict and meet future organisational and team needs by identifying best professional practice.
- Carry out timely and accurate information analysis and reporting on agreed areas of portfolio.
About us
Barnet Enfield and Haringey Mental Health NHS Trust provides local, regional, and national award-winning healthcare services. We have more than 3.300 staff working out of 20 main sites serving a population of 1.2 million people. We provide community health services and mental health services for young people, adults and older people. Our North London Forensic Service treats and cares for people in the criminal justice system who have mental health conditions. We also provide one of the largest eating disorders services in England, as well as drug and alcohol services.
We are an organisation that is passionate about equality, diversity, and inclusion; one that prides itself in developing the leadership capabilities of its employees, looking after their health and wellbeing, creating safe places for staff to speak up and providing opportunities to mentor and be mentored. Our employees are the reason for delivering Good CQC ratings, excellent outcomes, and outstanding patient experiences, so it is our aim to create a happy and healthy working environment where you can thrive and succeed.
Job description
Job responsibilities
Communication
- Provide relevant and timely specialist advice and guidance on functional and information matters.
- Work with members of the team, key stakeholders and suppliers to investigate the causes of any variance from plan or delivery targets and contribute to the implementation of solutions.
- Responsible for preparation of correspondence and complex papers, as directed by the Programme Managers.
- Communicate with the Project Teams progress on key activities being managed. This will include preparing written project reports on areas for which the post holder is responsible.
- Communicate with tact, understanding and discretion with members of the public, external organisations, Senior Managers and staff when dealing with enquiries and complaints. Often being the first point of contact for callers with a heightened anxiety, taking ownership of the call and escalating accordingly.
- Regularly minute taking with an expected fast turnaround with efficient and prompt delivery when working with deadlines.
- Prepare and distribute agendas and papers for programme boards and committees and other relevant meetings as required, in accordance with Trust policies, procedures and timescales. Take and transcribe accurate minutes of formal meetings in a timely fashion, ensuring that all follow-up action is taken.
- Have confident and exceptional communication skills particularly when liaising with Programme stakeholders.
Customer Care
- Recognise the importance of confidentiality and sensitivity of issues at all times with ability to act, using the utmost discretion.
Information Management
- Operate within and provide enhancements to current management information, reporting to enhance decision making processes.
- Update, maintain, organise, gather and analyse information to predict and meet future organisational and team needs by identifying best professional practice.
- Carry out timely and accurate information analysis and reporting on agreed areas of portfolio.
- Responsible for the development and maintenance of databases required for regular reports.
- Operate within and provide enhancements to current management information, reporting to enhance decision making processes.
- Develop and maintain project progress reporting tools including Office 365, MS Access and Excel.
- Lead on development, implementation, monitoring and evaluation of new information solutions including shared areas with customers.
- Carry out timely and accurate information analysis and reporting on agreed project/programmes.
- Establish and maintain effective, accurate and where appropriate, confidential electronic filing systems, ensuring files and specific information can be easily retrieved. Exploiting the use of SharePoint and MS Teams.
- Assimilate, manage and communicate a wide range of information, some of which will be sensitive and complex and may involve matters relating to individual staff or teams or to matters of commercial confidence.
- Have attention to detail in the preparation of Highlight and Escalation/progress reports for appropriate sub-committees.
Service Development
- Be adept at developing and maintaining finite details of high-level and confidential administrative and procedural processes. Providing confidential executive-level support, clerical, project-based duties coordinating complex systems and schedules.
- Support the Programme Director and Programme Manager and where appropriate the Programme Team with their busy and demanding roles.
- Maintain timely and accurate outputs for all work, balancing continuous and intense work against an unpredictable pattern of daily operational demands.
- Respond to new demands in the role and to build those responses into sustainable systems and activities.
Resource Management
- Plan for situations, which are known with ability to re-prioritise work to accommodate unexpected situations and interruptions.
- Provide assistance with day-to-day duties through skilled and accurate processes.
- Managing busy schedules and heavy workloads ensuring adequate preparations for meetings by preparing agendas. Continual planning and coordination of calls and distribution of papers for Executive Management Team, Community Transformation Board, and other internal and external Executive meetings.
- Demonstrate excellent time management, organisational skills and possess the ability to multi-task and prioritise work.
- Undertake specific project work as and when required as directed by the Programme Director.
- Track PMO recruitment activity supporting PMO managers with advertising, short listing and progressing applications through TRAC.
Finance Management
Achieving quality standards by:
- Demonstrating budgetary awareness and cost/benefit analysis when supporting the transformation programmes.
- Responsible for liaising with finance colleagues to ensure appropriate transformation programme costing and ensure compliance with Standing Financial instructions and Standing Orders.
- Responsible for setting up new supplier purchase orders and maintaining purchase orders and invoicing for existing suppliers
- Supporting the PMO Director to develop and maintain effective Transformation and Cost Releasing Efficiency Savings, financial planning, monitoring, and reporting.
- Support the PMO Director in a drive for value for money and greater efficiency in the use of budgets and ensure that they operate in a recurrent financial balance year on year.
- Responsible for supporting the PMO Director and Senior Programme Managers in robust budgetary management and complex cost/benefit analysis reporting for the transformation programmes.
- Management of delegated budgets in accordance with agreed financial limits and appropriate responsibility for public money.
Systems and Equipment
- Effectively use IT applications including all aspects of Microsoft applications to produce accurate and well-presented documentation, presentations and so on.
- Use of Trust IT
- Manage the PMO licences for systems such as Miro and support and promote the utilisation of these systems across the PMO team.
Research and Development
- Actively support and contribute to the development of key performance indicators for the successful assessment of performance.
- Highlight project risks ensuring mitigating actions can be taken to keep the project on track.
Effort, Mental and Environment
- Secure good and effective working relationships externally and internally for the Community Transformation Programme.
- Maintain and evidence continual professional development record.
Work independently on all aspects of the role, managing own workload and exercising maximum autonomy and control whilst recognising when it is appropriate to seek advice or assistance.
Job description
Job responsibilities
Communication
- Provide relevant and timely specialist advice and guidance on functional and information matters.
- Work with members of the team, key stakeholders and suppliers to investigate the causes of any variance from plan or delivery targets and contribute to the implementation of solutions.
- Responsible for preparation of correspondence and complex papers, as directed by the Programme Managers.
- Communicate with the Project Teams progress on key activities being managed. This will include preparing written project reports on areas for which the post holder is responsible.
- Communicate with tact, understanding and discretion with members of the public, external organisations, Senior Managers and staff when dealing with enquiries and complaints. Often being the first point of contact for callers with a heightened anxiety, taking ownership of the call and escalating accordingly.
- Regularly minute taking with an expected fast turnaround with efficient and prompt delivery when working with deadlines.
- Prepare and distribute agendas and papers for programme boards and committees and other relevant meetings as required, in accordance with Trust policies, procedures and timescales. Take and transcribe accurate minutes of formal meetings in a timely fashion, ensuring that all follow-up action is taken.
- Have confident and exceptional communication skills particularly when liaising with Programme stakeholders.
Customer Care
- Recognise the importance of confidentiality and sensitivity of issues at all times with ability to act, using the utmost discretion.
Information Management
- Operate within and provide enhancements to current management information, reporting to enhance decision making processes.
- Update, maintain, organise, gather and analyse information to predict and meet future organisational and team needs by identifying best professional practice.
- Carry out timely and accurate information analysis and reporting on agreed areas of portfolio.
- Responsible for the development and maintenance of databases required for regular reports.
- Operate within and provide enhancements to current management information, reporting to enhance decision making processes.
- Develop and maintain project progress reporting tools including Office 365, MS Access and Excel.
- Lead on development, implementation, monitoring and evaluation of new information solutions including shared areas with customers.
- Carry out timely and accurate information analysis and reporting on agreed project/programmes.
- Establish and maintain effective, accurate and where appropriate, confidential electronic filing systems, ensuring files and specific information can be easily retrieved. Exploiting the use of SharePoint and MS Teams.
- Assimilate, manage and communicate a wide range of information, some of which will be sensitive and complex and may involve matters relating to individual staff or teams or to matters of commercial confidence.
- Have attention to detail in the preparation of Highlight and Escalation/progress reports for appropriate sub-committees.
Service Development
- Be adept at developing and maintaining finite details of high-level and confidential administrative and procedural processes. Providing confidential executive-level support, clerical, project-based duties coordinating complex systems and schedules.
- Support the Programme Director and Programme Manager and where appropriate the Programme Team with their busy and demanding roles.
- Maintain timely and accurate outputs for all work, balancing continuous and intense work against an unpredictable pattern of daily operational demands.
- Respond to new demands in the role and to build those responses into sustainable systems and activities.
Resource Management
- Plan for situations, which are known with ability to re-prioritise work to accommodate unexpected situations and interruptions.
- Provide assistance with day-to-day duties through skilled and accurate processes.
- Managing busy schedules and heavy workloads ensuring adequate preparations for meetings by preparing agendas. Continual planning and coordination of calls and distribution of papers for Executive Management Team, Community Transformation Board, and other internal and external Executive meetings.
- Demonstrate excellent time management, organisational skills and possess the ability to multi-task and prioritise work.
- Undertake specific project work as and when required as directed by the Programme Director.
- Track PMO recruitment activity supporting PMO managers with advertising, short listing and progressing applications through TRAC.
Finance Management
Achieving quality standards by:
- Demonstrating budgetary awareness and cost/benefit analysis when supporting the transformation programmes.
- Responsible for liaising with finance colleagues to ensure appropriate transformation programme costing and ensure compliance with Standing Financial instructions and Standing Orders.
- Responsible for setting up new supplier purchase orders and maintaining purchase orders and invoicing for existing suppliers
- Supporting the PMO Director to develop and maintain effective Transformation and Cost Releasing Efficiency Savings, financial planning, monitoring, and reporting.
- Support the PMO Director in a drive for value for money and greater efficiency in the use of budgets and ensure that they operate in a recurrent financial balance year on year.
- Responsible for supporting the PMO Director and Senior Programme Managers in robust budgetary management and complex cost/benefit analysis reporting for the transformation programmes.
- Management of delegated budgets in accordance with agreed financial limits and appropriate responsibility for public money.
Systems and Equipment
- Effectively use IT applications including all aspects of Microsoft applications to produce accurate and well-presented documentation, presentations and so on.
- Use of Trust IT
- Manage the PMO licences for systems such as Miro and support and promote the utilisation of these systems across the PMO team.
Research and Development
- Actively support and contribute to the development of key performance indicators for the successful assessment of performance.
- Highlight project risks ensuring mitigating actions can be taken to keep the project on track.
Effort, Mental and Environment
- Secure good and effective working relationships externally and internally for the Community Transformation Programme.
- Maintain and evidence continual professional development record.
Work independently on all aspects of the role, managing own workload and exercising maximum autonomy and control whilst recognising when it is appropriate to seek advice or assistance.
Person Specification
Qualifications
Essential
- oDiploma/degree or extensive relevant experience. oEvidence of Continuous Professional Development oFurther training or significant experience in project management, financial management or supporting change management processes.
Desirable
- oPrince 2 Foundation oPrince 2 Practitioner
EXPERIENCE AND KNOWLEDGE
Essential
- oEvidence of self-development or training in administration and/or office practices, including update training on software applications.
- oUnderstanding of confidentiality and data protection
- oExtensive experience of working with senior level staff and in managing confidential issues and matters.
- oA good understanding of the health and social care environment and roles and responsibilities within it.
- oWorking knowledge of Microsoft Project ECDL.
Desirable
- oExperience of working in the NHS or similar public sector organisation. oProject Management Training
SKILLS AND ABILITIES
Essential
- oClear communicator with excellent writing, report writing and presentation skills; capable of constructing and delivering clear ideas and concepts concisely and accurately for diverse audiences.
- oEvidence of success in efficient and effective project and programme management.
- oSkills for communication on complex matters and difficult situations, requiring persuasion and influence. oSkills for nurturing key relationships and maintaining networks.
- oAbility to analyse and interpret information, pre-empt, and evaluate issues, and recommend and appropriate course of action to address the issues. oProblem solving skills and ability to respond to sudden unexpected demands. oStrategic thinking - ability to anticipate.
- oAttention to detail combined with the ability to extract key messages from complex analysis. oIndependent thinker with demonstrated good judgement, problem -solving and analytical skills.
- oSkills for project management oPrevious experience in project management and planning oIT skills - IT literate, able to use Microsoft Office suite oExcellent written work skills oCommitment to a professional and high-level service
Person Specification
Qualifications
Essential
- oDiploma/degree or extensive relevant experience. oEvidence of Continuous Professional Development oFurther training or significant experience in project management, financial management or supporting change management processes.
Desirable
- oPrince 2 Foundation oPrince 2 Practitioner
EXPERIENCE AND KNOWLEDGE
Essential
- oEvidence of self-development or training in administration and/or office practices, including update training on software applications.
- oUnderstanding of confidentiality and data protection
- oExtensive experience of working with senior level staff and in managing confidential issues and matters.
- oA good understanding of the health and social care environment and roles and responsibilities within it.
- oWorking knowledge of Microsoft Project ECDL.
Desirable
- oExperience of working in the NHS or similar public sector organisation. oProject Management Training
SKILLS AND ABILITIES
Essential
- oClear communicator with excellent writing, report writing and presentation skills; capable of constructing and delivering clear ideas and concepts concisely and accurately for diverse audiences.
- oEvidence of success in efficient and effective project and programme management.
- oSkills for communication on complex matters and difficult situations, requiring persuasion and influence. oSkills for nurturing key relationships and maintaining networks.
- oAbility to analyse and interpret information, pre-empt, and evaluate issues, and recommend and appropriate course of action to address the issues. oProblem solving skills and ability to respond to sudden unexpected demands. oStrategic thinking - ability to anticipate.
- oAttention to detail combined with the ability to extract key messages from complex analysis. oIndependent thinker with demonstrated good judgement, problem -solving and analytical skills.
- oSkills for project management oPrevious experience in project management and planning oIT skills - IT literate, able to use Microsoft Office suite oExcellent written work skills oCommitment to a professional and high-level service
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
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).
