Project Support Administrator

Job description

Job responsibilities

General Administration of Improvement Office

Organise meetings and events for the Transformation team as required, being responsible for invitations, booking rooms, obtaining reports, checking they are in the correct format, collating, photocopying and distributing papers and sourcing any equipment. On occasions the post holder will be expected to liaise with external agencies in respect of venues and costings.

To be accountable for efficient and accurate data recording as required for the operation of specific projects as required, conforming to necessary policies, processes and protocols

Manage the Head of Transformations diary and be the first point of call for queries

Liaise with stakeholders to obtain data/information in the required format and to ensure actions are completed in a timely manner, using influencing skills to ensure deadlines are met

Developing and maintaining effective electronic and paper filing systems, to ensure that information is kept securely and is accessible to other members of the team.

Assist with the preparation of presentations, reports and other documentations as required

Assist with the preparation of materials for White, Yellow and Green belt training

Work together with the Transformation team to provide administrative support as required

Work without supervision, but seek advice when necessary and manage a discrete area of work.

Participate in appropriate training and development activities.

To provide and receive highly complex information and to present this to groups which include Executives, Directors and Non-Executives.

Responsible for the maintenance of good record keeping, filing systems and audit trails/references.

The post holder will be expected to support programme and project leads where necessary.

To support projects and ad-hoc requirements by undertaking a variety of administration and clerical tasks.

The post holder is expected to communicate with a wide range of internal and external stakeholders.

The post holder will need to be able to build relationships across Divisions and departments to enable timely information flows and the integrity of these. In addition, the post holder will need to be able to negotiate this with staff facing multiple other priorities.

The ability to produce full audit trails for all workings produced. To provide methodical workings, clear documentation and reference files as appropriate.

Project Management

Oversee and track all programmes and projects compliance to the standard project management methodology, maintaining a plan of milestones and stage gates and keeping records of all key project documentation

Support and maintain the central repository for Quality Improvement Projects trustwide

Attend the Transformation Steering Group, PMO and programme to capture key actions and discussion points and draft paper for Board

Maintain and continuously improve the standard project documentation templates, policies and procedures ensuring version control is applied and stakeholders are using the current version.

Proactively oversee and coordinate the planning and organisation of the PMO team to ensure we effectively deliver our services to the project management community and Leadership teams in a timely manner to the highest standards

Work with the Head of Transformation to manage the systems from a milestone perspective and ensure that the escalation process is followed if schemes are not on track.

To develop and manage projects in accordance with agreed targets and milestones and produce a regular progress report highlighting areas of risk, slippage or issues requiring additional support.

To actively promote consistency of project reporting

To assist the Transformation team in the achievement of its objectives.

Support Benefits Realisation arrangements.

Trust Governance

Attend designated meetings where the information may be highly complex and sensitive, taking and transcribing minutes. Distribute information prior to and coming out of meetings.

Maintenance of a register of summary key risks and issues in relation to the services portfolio of projects.

Responsible for complying with human resource policy and procedure within the PMO framework including the implementation of Improving Working Lives Strategy.

The post holder has a general duty of care for their own health, safety and well-being and that of work colleagues, visitors and patients within the hospital, in addition to any specific risk management or clinical governance accountabilities associated with this post.

To observe and maintain strict confidentiality of personal information relating to patients and staff.

Other Responsibilities

Required to possess excellent IT skills, including the use of advanced spreadsheet and database packages to analyse and manipulate large amounts of data and produce user-friendly reports.

The post holder will support the team in planning workshops, events and organise a broad range of complex activities and will formulate and adjust plans as required.

Management of time to accommodate frequent telephone, email and face-to-face interruptions from colleagues requiring urgent and immediate responses to queries.

Prioritisation of workload to ensure all targets and objectives are met despite diverse pressures.

Ability to use a range of software packages including MS Office at an advanced level.

To be responsible, with management support, for their own personal development and to actively contribute to the development of colleagues.

All employees must hold an 'nhs.net' email account which will be the Trust's formal route for email communication. You are therefore required to check this regularly and to deal with such communication promptly.

Person Specification

Skills

Essential

• Verbal and written communication skills
• Strong IT skills
• Presentation skills
• Strong interpersonal & persuasion skills

Desirable

• Experience of working within a Programme management or Project Management structure
• Experience of establishing collaborative or partnership working

Experience

Essential

• Demonstrable experience of managing and communicating data &/or information
• Experience in a highly efficient administrative role, planning activities and meeting deadlines

Desirable

• Previous experience of quality improvement
• Experience of project management

Other

Essential

• Ability to manage conflicting priorities with your workload
• Ability to work autonomously as a team member

Desirable

• Planning workshops

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 Kent Hospitals University NHS Foundation Trust

Address

Kent and Canterbury Hospital

Ethelbert Road

Canterbury

CT1 3NG

Employer's website

https://www.ekhuft.nhs.uk/patients-and-visitors/ (Opens in a new tab)