Project Administrator, WRH

Worcestershire Acute Hospitals NHS Trust

This job is now closed

Job summary

We are currently seeking a hard working and motivated Project Administrator to join our Strategy, Improvement and Planning Team. The Project Administrator will provide efficient administration services, and business support to the Department, working collaboratively with Managers and other support staff to ensure the smooth running of all office based systems.

Interview Dates:20th July and 21st July

Main duties of the job

The main duties are:

To provide an efficient administration service and business support to the Department.

Support the tracking and reporting of benefits of projects, working closely with the relevant support departments (e.g. Finance, Business Intelligence etc.) to ensure accurate reporting.

To raise orders for items required for the team such as IT Equipment purchases, Stationary and any other non-stock items.

Contribute to the continued service improvements of the team and, on occasions, will comment on policies and procedures within the team.

About us

Our purpose is simple - Putting Patients First. We are looking for exceptional colleagues who can help us achieve this.

Worcestershire Acute Hospitals NHS Trust is a large acute and specialised hospital trust that provides a range of local acute services to the residents of Worcestershire and more specialised services to a larger population in Herefordshire and beyond.

The Trust operates hospital-based services from three sites in Kidderminster, Redditch and Worcester

Our workforce is nearly 6,800 strong, and our caring staff are recognised as providing good and outstanding patient-centred care. You could be one of them.

We are committed to recruiting the best people to work with us to achieve our Vision - working in partnership to provide the best healthcare for our communities, leading and supporting our teams to move 4ward. Our 4ward behaviours, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do.

Our objectives are simple:

Best services for local people
Best experience of care and best outcomes for our patients
Best use of resources
Best people

Better never stops, and our Clinical Services Strategy provides a clear future vision for our Trust, our hospitals, our services and our role in the wider health and care system.

We are proud to have achieved Timewise accreditation - this means we are committed to embedding flexible working within our organisation as a flex positive employer.

Date posted

27 June 2023

Pay scheme

Agenda for change

Band

Band 3

Salary

£22,816 to £24,336 a year

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

C9365-23-0427-2

Job locations

Charles Hastings Way

Worcester

Worcestershire

WR5 1DD

Job description

Job responsibilities

Key Duties:

Office Administration:

Establish and maintain an administrative service that ensures work is prioritised to meet agreed timescales.

Develop and maintain an effective system (both electronic and paper based) for filing and retrieval of documentation which will, where appropriate, ensure complete confidentiality of sensitive information.

Manage the department email accounts.

Receive, screen and write emails, deal with general enquiries and develop a comprehensive system in the department which ensures that all messages are actioned within appropriate timescales.

Maintain mandatory and other staff training databases as required.

Work on own initiative to ensure that all emails are dealt with, that all urgent correspondence is identified and that papers are brought to the attention of the relevant manager prior to attendance at meetings.

Effective day to day administration of the office team e.g. annual leave tracking, hot desk system management, team folder management, MS Teams channel management, recruitment administration.

Ensure adequate arrangements are in place to cover duties during annual leave and be a point of contact during colleagues annual leave as and when required.

Undertake preparation of Powerpoint slides, agendas, action notes and minutes.

Undertake general photocopying and distribution of papers (physically and virtually).

Compose routine correspondence and initiate responses to general enquiries.

Support with electronic diary management and maintain an effective bring forward system to ensure availability of appropriate papers for meetings.

Word process to a high standard from both manuscript and audio for the produce of a range of documents including reports and correspondence.

Coordinate and arrange meetings, events and working groups for the department and trust-wide, booking appropriate venues and hospitality.

Understand and be able to navigate (with training) through Trust information systems.

Support with preparing information in the desired format i.e. report, spreadsheets, charts etc.

Support the team with the on the day running of meetings, workshops and training sessions

Develop user friendly and effective spreadsheets

General Duties:

Work independently and manage own work area within the team.

Ensure good professional working relationships with all other agencies, professionals, colleagues and the public who contact the department.

Show a flexible approach in a changing, demanding environment which has an unpredictable workload.

Be proficient in using Windows based computer packages in particular Word, Excel, Access, Power Point and MS Outlook.

Communicate effectively and courteously when receiving complex or sensitive information that comes into the department, where tact and re-assurance is necessary.

Undertake any other duties commensurate with this grade of post in agreement with the relevant line manager.