Digital & Data Project Support Officer

NHS; Leicester; Hybrid; GBP 25,000 - 30,000; Full time

Job summary

A leading healthcare provider is seeking a Project Support Officer to join their Digital & Data Team in Leicester. This role focuses on providing high-quality project support, coordinating administrative tasks, and managing communications among stakeholders. Candidates should have strong organizational skills, experience in project support, and familiarity with the NHS environment. The position requires onsite attendance two days a week, making it essential for the ideal candidate to be proactive and demonstrate excellent written and communication skills.

Benefits

Opportunities for professional development

Supportive work environment

Contributions towards training

Qualifications

• Experience in a project support or office role
• Strong administrative skills and expertise in business information and analytical skills
• Experience in a health environment is an advantage

Responsibilities

• Provide high-quality project support and administration
• Track performance and maintain project documentation
• Coordinate meetings and manage logistics for projects

Skills

Project management

Administrative skills

Communication skills

Analytical skills

Education

Degree in a related field or equivalent experience

Prince 2 Foundation or equivalent

Tools

Microsoft Office Suite

Job description

Job Summary

The post holder will be responsible for providing high‑quality programme support within the Digital & Data Portfolio at UHL. The post holder will provide the structure; governance process and critical challenge for the programme of work undertaken by the Digital & Data programme and report on progress, key issues and risks to enable key decisions and actions to be taken in a timely manner.

The role is pivotal in supporting the Digital & Data Team, acting as the first point of contact for queries from multiple stakeholders about the progress of programmes and projects undertaken across the service.

Responsibilities include: Administration, coordination, maintaining standards on all projects, providing general project support records, as well as general administrative duties. Working as an autonomous team member you should be able to plan and prioritise work effectively. The role requires proactivity, strong communication, and excellent written skills.

Previous NHS experience and an understanding of how the organisation works is an advantage and knowledge of projects is desirable. All staff are expected to contribute and identify ways in which the way we work can be improved.

There is a expectation to be onsite 2 days a week.

Main Duties of the Job

• Be responsible and accountable for the project management information systems, including the integrity of the data, inputting and reporting on the data held for the needs of the project.
• Be responsible for the configuration, setting up and maintaining of project files including a Project Portfolio.
• Complete work stream templates, which include action lists and aims and objectives of the work stream.
• Follow-up and facilitate all actions allocated to members within a programme.
• Arrange meetings and workshops for all work streams including the programme for final presentations with the Executive Board.
• Track performance times and escalad exceptions to the project team.
• Provide effective diary management, through the co‑ordination and arrangement of meetings, taking of minutes and preparing accurate first drafts to present to the relevant Chair, making appropriate meeting room bookings, providing refreshments and ensuring relevant papers are co‑ordinated in terms of collation, circulation and printing in a timely manner.
• Maintain manual and electronic filing systems accurately.
• Be responsible for all required drafting and typing of correspondence, reports and presentation materials.
• Provide support as necessary to the Digital & Data Team in the overall planning, presentation, progression and monitoring of key projects.

About us

Our new strategy, developed with the support and feedback of colleagues, patients, and partners, is our compass for the next seven years (2023-2030).

We have four primary goals:

• high-quality care for all
• being a great place to work
• partnerships for impact
• research and education excellence

We will embed health equality in all we do – taking active steps to reduce the avoidable differences in healthcare that some people face, working in partnership with communities.

Our strategy is underpinned by new values and we will work to ensure they are an everyday reality for all:

• we are compassionate
• we are proud
• we are inclusive
• we are one team

This is an exciting moment as we look to the future with clarity on what we already do well and where we need to focus our energies to make an even bigger difference for the people we serve.

About the University Hospitals of Leicester NHS Trust: https://www.uhleicester.nhs.uk

Job Description & Responsibilities

Support implementation of projects, services, initiatives through timely and relevant information analysis and administrative support, in accordance with the agreed priorities of the team. Attend meetings and accurately record discussions in concise, clear minutes. Capture actions within meetings and update, maintain action logs. Organise and manage the logistics of events and meetings, and assist in the diary management requirements of individuals in connection with portfolio of work. Provide high quality project, service, initiative and administrative support including information and analysis, and general reporting. Engage and work collaboratively with colleagues and senior stakeholders. Assist in producing and updating key documents (using full suite of Microsoft Office tools) including presentations, programme risk and issue logs, risk reports, progress reports, dependency logs and action logs. Attend programme and team meetings, supporting forward agenda planning, coordinating contributions to papers, preparing papers and presentations, taking high‑level minutes, tracking actions. Provide high quality support to the Programme/Project Lead to ensure that the tasks and activities are planned, managed and delivered effectively. Send information to internal and external stakeholders. Establish and maintain files, folders, SharePoint, and websites. Manage enquiries on behalf of the team. Work in an integrated manner with the local teams. Ensure all activities meet organisational standards using a range of electronic tools, including Microsoft Office suite of applications. Be flexible and support the programme teams as and when required with ad hoc requests and additional duties. Assist with co‑ordinating resources effectively, ensuring that project documentation is prepared and shared in accordance with project timetables and deadlines. Ensure that change management is supported effectively by working with relevant programme teams and key stakeholders within the business. Maintain and update the Projects tracker database. Work closely with clinical and non‑clinical colleagues within the Department and other multi‑disciplinary teams and agencies. Provide training on business / project systems to clinicians, management and staff at all levels as required.

Person Specification

Experience (Essential)

• Experience in a project support / office role
• Expertise in business information and analytical skills
• Strong administrative skills
• Demonstrate initiative to deal with challenges
• Working in a health environment

Experience (Desirable)

• Experience in establishing collaborative working relationships with a wide range of internal and external stakeholders.

Training & Qualifications (Essential)

• Good level of educational attainment to degree level in a related field, or equivalent demonstrable experience.
• Prince 2 Foundation or equivalent experience of working in a project environment
• Continuing personal and professional development.
• Evidence of management of complex data on a large scale.
• Extensive experience of working in a large scale environment such as the NHS.

Training & Qualifications (Desirable)

• PRINCE2 qualification or equivalent experience of working in a project environment
• Knowledge of the NHS strategy towards IT Systems and EPR.
• Principles, methods, techniques and tools for effective project management
• Familiar with project development life cycle and typical problems associated with the implementation of Digital & Data systems

Communication and relationship skills (Essential)

• Ability to develop strong relationships and good communication skills to individuals and large groups.
• Demonstrates excellent formal and informal communication abilities, orally and in writing, when dealing with colleagues, clients, and customers at all levels of seniority.
• Ability to present complex data.
• Negotiating and influencing others.
• Ability to manage conflict.

Communication and relationship skills (Desirable)

• Shows mature understanding of the relationship of their specialisation and its responsibilities to the directorate/ organisation business as a whole.

Skills (Essential)

• Familiar with, uses effectively and can select appropriately from applicable methods, procedures and standards
• Has a good appreciation of the wider field of Digital & Data outside their own specialisation

Skills (Desirable)

• Has developed a good broad understanding of computer system architecture and techniques

Planning and organisation skills (Essential)

• Demonstrable organisational skills
• Basic Project Management skills
• Record of delivering to deadlines
• Able to prioritise and manage own workload with minimal supervision
• Ability to respond to sudden demands

Planning and organisation skills (Desirable)

• PRINCE project management
• risk management
• working with automated tools i.e. MS Project
• project quality management
• Delivering or supporting projects

Other requirements specific to role (Essential)

• Breadth of ability across Excel, Word and PowerPoint
• A 'can do' (and 'will do') attitude

Analytical and Judgement skills (Essential)

• Takes a high degree of accountability for self‑controlled work
• Provides guidance for less experienced colleagues.
• Functions effectively, productively and meets time and quality targets across tasks within scope of using available tools, methodologies and/ or equipment with reference to others only by exception.
• Demonstrates a systematic, disciplined and analytical approach to problem solving.
• Is able to absorb rapidly new technical information as required.
• Analytical thinking.

Analytical and Judgement skills (Desirable)

• Ability to understand complex financial and clinical data

Equality, Diversity and Inclusion (Essential)

• Able to demonstrate a commitment and understanding of the importance of treating all individuals with dignity and respect appropriate to their individual needs.

Commitment to Trust Values and Behaviours (Essential)

• Must be able to demonstrate behaviours consistent with the Trust's Values and Behaviours

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 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 Information

Employer name: University Hospitals of Leicester NHS Trust

Address: Leicestershire County Hall, Groby Road, Glenfield, Leicester, LE3 8RA

Employer's website: https://www.jobsatleicestershospitals.nhs.uk/ (Opens in a new tab)