Job responsibilities
The primary purpose of this key role is to support the team in the successful delivery of the Beyond Programme. This post is a fixed term opportunity for 12 months.
Have awareness of programme and project management methodologies (e.g. Managing Successful Programmes (MSP) and Projects Run In a Controlled Environment (PRiNCE 2)
Assist on specific projects on a day-to-day basis and will be expected to exercise initiative in performing this role, understanding the requirements and goals
Provide administrative support and guidance to the Programme to assist with the successful planning, design, execution, monitoring, controlling and closure of projects within the programme
Take ownership of administration of Programme Board and Programme Assurance Group; including forward planning, dissemination of papers (agenda, action log and minutes), noting of apologies, and minute taking during meeting
Set up and administer face-to-face or online meetings, ensure agendas have been set, meeting documents are collated and distributed, take minutes and manage actions logs supporting the completion of actions in a timely manner.
Lead the diary management requirements of the team including the Programme Director.
Undertake any other administrative tasks as specified by the Programme Manager or Programme Director
Managing their own workload, prioritising tasks and taking full responsibility for working independently and flexibly as part of the team
Line management responsibilities of the Programme Support Officer
Communication
Act as the first point of contact for the Programme, ensuring timely responses and effective communication with stakeholders
Maintain and analyse stakeholder database
Effective communication of complex information with internal and external stakeholders, responding to requests for information relating to programme performance and ensuring accurate, timely dissemination of programme information
Develop and support effective communication within the team and liaise with key stakeholders to maintain information flow, and to help maintain an effective working team and programme delivery
Persuades stakeholders of the importance of the project including linking with external staff
Take ownership of central inbox, responding to enquiries in a timely manner
Support the Programme Support Officer in their role
Analytical Skills
Skills for investigating a variety of issues and proposing solutions
Manage and respond to complex enquiries from Stakeholders, escalating to Programme Manager where required.
Planning and Organising Skills
Manage and coordinate the effective operation of the Programme Workstreams with regard to administration, minute taking, infrastructure, planning, delivery and resources
Organisation of events including selection of venue, provision of materials, administrative support, coordination of delegates
Co-ordination of multi-disciplinary meetings relevant to specific project or Programme Director
Maintain and organise Programme computer filing system
Physical Skills
Keyboard/typing skills
Advanced use of IT packages MS Teams, Microsoft Word, Microsoft Excel
Responsibility for Policy/Service Development
Working with the Project/Programme Manager, identify quantifiable opportunities to improve programme management delivery and productivity, and support the development and implementation of associated project plans.
Contribute to the development of programme and project management skills and related competencies within the organisation.
Development and maintenance of standard operating procedures/policies across the Programme, including process mapping.
Responsibility for Financial and Physical Resources
To raise requisitions when requested on NEP system and work alongside Procurement to ensure timely payment of invoices
Maintain close working relationships with providers to support timely invoicing
In collaboration with the Programme, ensure that sufficient financial reporting is being applied to any additional project management resources required to support project delivery.
Responsibility for Human Resources
Line management/day to day supervision of Project Support Officer
Development of induction programme for new starters
Train new members of staff on database and filing system
Manage recruitment process through Trac on behalf of Programme Manager
Maintain Programme secondment database, and work with Programme Manager to proactively manage this
Act as point of liaison with HR for Programme leadership secondments
Responsibility for Information Resources
Supporting the use of the Trust risk management system being correctly applied and utilised to identify, categorise, mitigate and manage any risks arising from the work of the programme.
Manage, maintain and develop computer filing system
Uses a range of IT programmes to create reports
Responsibility for Research and Development
Contribute to a culture of continuous improvement
To be an exemplar of positive action and advocacy for the programme.
Freedom to Act
Work is managed rather than supervised on a day to day basis
Work on own initiative and display a high level of autonomy within role
Physical Effort
Light physical effort
Combination of sitting/standing/walking
Frequent light effort for several short periods
Mental Effort
Frequent concentration required for checking accuracy of documents and minutes
Work pattern unpredictable due to busy nature of the role
Emotional Effort
Exposure to distressing circumstances is rare
Working Conditions
Office conditions
May be required to travel across Cheshire and Merseyside using own vehicle or public transport
Working within the Beyond CYP Transformation team, providing a reliable and confident service , ensuring your work is accurate, on time and clearly communicated.
Key attributes and experience required include:
- Helpful, open and friendly attitude
- Keen to learn and develop skill base
- Able to work flexible hours
- Present a positive image of the Trust
- Significant experience working as PA at a senior level
- NHS experience
Communication and Relationship Skills
- Excellent verbal and written communication
- Accurate typing skills
- Accurate minute taking
- Attention to detail
- Ability to cope under pressure
- High organisational skills
- Ability to work flexibly within a team environment
- Ability to deal with sensitive/confidential issues
