Job summary
EPUT's Transformation Team provides a rounded approach to programme and project management. We ensure that procedures, practices and operations go right,on time, on budget and are in line with the vision of the trust, to guarantee programme and project success.
With a focus on the key priorities, the team continually aim todecrease risk,increasetimely project delivery, make more informed decisions, provide accurate reporting and make more efficient use of resources.
Key to our success is the outstanding team comprising of project managers, business analystsand clinical leaders who work together to support and lead transformation projects, whilst improving the transformational skillsof the organisation.
The Transformation team is busy but very friendly and supportive. We aim to be Inclusive, respectful and Innovative both in our daily work and with each other.
You will need to be friendly and professional and your work will be to a high standard. Most importantly we are looking for an individual who is flexible.For now at least this role will require you to work in an agile way and the IT equipment is provided. All our staff are users of Microsoft Teams as this is how we currently conduct the majority of our business.
Main duties of the job
You will need to be an excellent communicator who is confidential and un-biased. You will be working with a range of individuals including Directors, clinicians and front-line staff and project managers. Providing support to System-wide meetings and projects will enable the transformation of services and improvements for the local population as a team effort; this is one of the most rewarding parts of the role.
No two days will be the same and your tasks will vary from taking notes at meetings and following up actions, monthly reporting, supporting, and administering high-profile projects, implementing project documentation, and coaching project leads. You might be required to present data in simple formats, help with preparing PowerPoint presentations and look up data sources. All this work will have its peaks and troughs.
The post holder is a key member of our team whose overarching goal will be to enable, promote and support the team and inform and support a portfolio of projects, services, and initiatives.
The successful candidate will be able to provide comprehensive and effective support to the Director of Transformation and Transformation Management Team as well as having responsibility for supporting and producing specific project work.
About us
EPUT are looking for motivated staff who shares our Trust values of Care, Learn and Empower. In return, EPUT can offer you a range of benefits and development including;
- Season Ticket Loans
- NHS discounts for staff
- Excellent Training facilities and opportunities
- Buying and Selling annual leave scheme
- The opportunity to work bank shifts and expand knowledge and experience in other areas
- Salary Sacrifice schemes including lease cars and Cycle to Work
- Day One Flexible Employer
The Trust supports and actively encourages flexible working for all employees. We offer many options and you are encouraged to ask the recruiting manager what is possible for this role. If appointed, you will have the opportunity to apply for a flexible working request from the first day of your employment
Join our Staff bank
What is Staff Bank?
Our EPUT NHS staff bank is an entity managed by the trust that hires clinical and non-clinical healthcare professionals to take on shifts at our trust hospitals and community settings. Here at EPUT we maintain our own bank of specialist staff to ensure that we are able offer safe and effective care at all times.
All our permanent staff are automatically enrolled onto the staff bank however this does not mean you have to work any additional shifts, but the option is there for you if you wish.
If you are joining our Trust in a fixed term role, please indicate on your New Starter Paperwork that you wish to join our staff bank.
Job description
Job responsibilities
Act as the primary point of contact for the Transformation Team for internal and external communication, screening calls/emails/visitors as appropriate.
Ensure all information and documentation is processed, maintained, monitored, and filed correctly and coherently.
To prepare, in draft, routine correspondence and reports on behalf of the Transformation Team in accordance with agreed priorities.
Place orders with suppliers on behalf of the team including obtaining quotations from suppliers, using the e-procurement system to generate orders, receipting of goods and services and co-ordinating payment of invoices with the finance team.
Organise complex meetings on behalf of the team with multiple stakeholders, including managing the booking of venues, sending out meeting agendas, invites, arranging refreshments.
To be first line of contact for enquiries needing to deal with sensitive information in an appropriate manner and handling data and information in accordance with the data protection act and the Trust Information Governance Policy and Procedure. Be resourceful in sourcing information.
To create, maintain and operate information databases and bring forward systems and follow up actions from minutes of meetings to maintain agreed timescales and deadlines.
Ability to balance competing needs, have excellent time management, strong customer service and engagement capabilities, as well as networking skills.
A flexible approach to working within a team and maintain good working relationships with internal and external contacts and to be professional and flexible at all times providing continuity of cover during periods of staff annual leave or sickness.
To ensure excellent interdepartmental working and high standards of customer care at all times via timely and accurate communication.
To undertake other general administration work as directed by the Director of Transformation and Transformation Portfolio Management Team. This work will be within the post holders capacity and consistent with the responsibilities of a Band 5.
To assist with recruitment including administration associated with the NHS Jobs employers web based recruitment system and TRAC system and organise complex interview arrangements with candidates.
Provide secretarial support and take high quality professional accurate minutes of internal Directorate and Corporate meetings including the Transformation Steering Group and others as required.
Maintain internal NHS systems for recording, timesheets, purchases, and expenses.
Organise events and functions on behalf of the Director to include reviewing, sourcing and booking of venues, liaison with catering and other supply companies, preparation of papers and other event materials, co-ordinating invitations, raising orders with suppliers and arranging for payment of invoices.
To ensure consistent, open and honest dialogue and clear communication is maintained at all times with the Chief Executive and Executive Directors PAs/support staff.
Project Support
Setting up and maintaining project documentation, including, producing project reports, carrying out research and development to support projects or programmes and monitoring project risks and achievement of milestones.
Maintain risks, actions, issues, change and dependency registers.
Implementing and maintaining programme and project management structures, frameworks and tools, and supporting project managers and other colleagues to use these consistently and effectively.
Contributing to the development of programme and project documentation including PIDs, Plans, and Business Cases etc.
Maintaining central project records and establishing project controls, keeping the project manager aware of the project status.
Preparation of project reports including status reports, risk and issue logs and project dashboards taking action accordingly
Attend Project team meetings as required and maintain action and decision logs as required.
Providing flexible, hands-on delivery support and assisting with effective communication between project management and the business
Implement and maintain appropriate systems to enable effective planning and scheduling of project activities.
Job description
Job responsibilities
Act as the primary point of contact for the Transformation Team for internal and external communication, screening calls/emails/visitors as appropriate.
Ensure all information and documentation is processed, maintained, monitored, and filed correctly and coherently.
To prepare, in draft, routine correspondence and reports on behalf of the Transformation Team in accordance with agreed priorities.
Place orders with suppliers on behalf of the team including obtaining quotations from suppliers, using the e-procurement system to generate orders, receipting of goods and services and co-ordinating payment of invoices with the finance team.
Organise complex meetings on behalf of the team with multiple stakeholders, including managing the booking of venues, sending out meeting agendas, invites, arranging refreshments.
To be first line of contact for enquiries needing to deal with sensitive information in an appropriate manner and handling data and information in accordance with the data protection act and the Trust Information Governance Policy and Procedure. Be resourceful in sourcing information.
To create, maintain and operate information databases and bring forward systems and follow up actions from minutes of meetings to maintain agreed timescales and deadlines.
Ability to balance competing needs, have excellent time management, strong customer service and engagement capabilities, as well as networking skills.
A flexible approach to working within a team and maintain good working relationships with internal and external contacts and to be professional and flexible at all times providing continuity of cover during periods of staff annual leave or sickness.
To ensure excellent interdepartmental working and high standards of customer care at all times via timely and accurate communication.
To undertake other general administration work as directed by the Director of Transformation and Transformation Portfolio Management Team. This work will be within the post holders capacity and consistent with the responsibilities of a Band 5.
To assist with recruitment including administration associated with the NHS Jobs employers web based recruitment system and TRAC system and organise complex interview arrangements with candidates.
Provide secretarial support and take high quality professional accurate minutes of internal Directorate and Corporate meetings including the Transformation Steering Group and others as required.
Maintain internal NHS systems for recording, timesheets, purchases, and expenses.
Organise events and functions on behalf of the Director to include reviewing, sourcing and booking of venues, liaison with catering and other supply companies, preparation of papers and other event materials, co-ordinating invitations, raising orders with suppliers and arranging for payment of invoices.
To ensure consistent, open and honest dialogue and clear communication is maintained at all times with the Chief Executive and Executive Directors PAs/support staff.
Project Support
Setting up and maintaining project documentation, including, producing project reports, carrying out research and development to support projects or programmes and monitoring project risks and achievement of milestones.
Maintain risks, actions, issues, change and dependency registers.
Implementing and maintaining programme and project management structures, frameworks and tools, and supporting project managers and other colleagues to use these consistently and effectively.
Contributing to the development of programme and project documentation including PIDs, Plans, and Business Cases etc.
Maintaining central project records and establishing project controls, keeping the project manager aware of the project status.
Preparation of project reports including status reports, risk and issue logs and project dashboards taking action accordingly
Attend Project team meetings as required and maintain action and decision logs as required.
Providing flexible, hands-on delivery support and assisting with effective communication between project management and the business
Implement and maintain appropriate systems to enable effective planning and scheduling of project activities.
Person Specification
Education
Essential
- Degree level qualification or equivalent experience.
Desirable
- Project management accreditation / qualification e.g. Prince 2
Knowledge
Essential
- Comprehensive knowledge of project management principles, techniques and tools
- Advanced IT skills, database / spreadsheet applications, MS Excel / Word and PowerPoint.
Desirable
- Experience of applying risk management principles to complex situations to support and effect change.
Skills/Experience
Essential
- Excellent written and verbal skills including the ability to present complex issues to a range of audiences
- Able to switch from one task to another without losing focus, holding a clear overview while paying attention to key aspects of detail.
- The ability to work under pressure to meet agreed service levels
Desirable
- Experience of working in a project or change management within a complex environment
Personal Qualities
Essential
- Ensures that the organisational values of open, compassionate and empowering are demonstrated by self and others every day and that any matters of concern are addressed in a timely way, either directly; or raised with the relevant Line Manager; or through the relevant processes within the Trust as appropriate.
- Team working skills oSelf-motivated oExercising judgement to deliver solutions oManages competing priorities and achieve objectives
Additional Qualities
Essential
- Ability to work with and influence a wide range of individuals up to and including senior manager level
- Well-developed analytical and problem solving skills
- Ability to identify risk, anticipate issues and develop solutions to problems.
Person Specification
Education
Essential
- Degree level qualification or equivalent experience.
Desirable
- Project management accreditation / qualification e.g. Prince 2
Knowledge
Essential
- Comprehensive knowledge of project management principles, techniques and tools
- Advanced IT skills, database / spreadsheet applications, MS Excel / Word and PowerPoint.
Desirable
- Experience of applying risk management principles to complex situations to support and effect change.
Skills/Experience
Essential
- Excellent written and verbal skills including the ability to present complex issues to a range of audiences
- Able to switch from one task to another without losing focus, holding a clear overview while paying attention to key aspects of detail.
- The ability to work under pressure to meet agreed service levels
Desirable
- Experience of working in a project or change management within a complex environment
Personal Qualities
Essential
- Ensures that the organisational values of open, compassionate and empowering are demonstrated by self and others every day and that any matters of concern are addressed in a timely way, either directly; or raised with the relevant Line Manager; or through the relevant processes within the Trust as appropriate.
- Team working skills oSelf-motivated oExercising judgement to deliver solutions oManages competing priorities and achieve objectives
Additional Qualities
Essential
- Ability to work with and influence a wide range of individuals up to and including senior manager level
- Well-developed analytical and problem solving skills
- Ability to identify risk, anticipate issues and develop solutions to problems.
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).
