Project Administrator

Total Assist; Belfast; Hybrid; GBP 25,000 - 35,000; Full time

Job summary

A regional healthcare support organization is looking for a Project Administrator to provide administrative support for a large regional transformation programme. The role involves managing diaries, drafting reports, and ensuring effective communication with stakeholders. Strong organizational skills and the ability to work collaboratively are essential for successful delivery. This hybrid position is based in Belfast, Northern Ireland.

Qualifications

• Strong administrative skills and ability to prioritize tasks.
• Ability to maintain confidentiality in the workplace.
• Engagement in personal and professional development.

Responsibilities

• Provide administrative support to the equip Programme team.
• Manage diaries, take minutes, and prepare reports.
• Maintain relationships with internal and external stakeholders.

Skills

Team working

Continuous improvement

Communication skills

Organizational skills

Report drafting

Tools

Word

Excel

PowerPoint

Project Management software

Job description

This is a Hybrid role

JOB SUMMARY

The equip Programme is a large and complex regional transformation programme. It has been established on behalf of HSC to procure and implement replacements for the current Finance, Procurement, Logistics, Human Resources, Pay and Travel Management systems.

The Project Administrator will provide administrative support to the equip Programme team, assisting the team to ensure that the Programme is delivered in an efficient, effective and high quality manner.

The post holder will have a culture of team working, continuous improvement and innovation, and the ability to prioritise tasks.

KEY DUTIES / RESPONSIBILITIES

Operational Delivery

• Responsible for the organisation and provision of administrative duties and project support to the equip Programme. This will include diary management, minute taking, word processing, mail management, file maintenance and the preparation of papers, reports, briefings etc. to ensure that programme requirements are met.
• Research, collation and presentation of information and reports as necessary.
• Assist programme team in the maintenance of project controls and standards.
• Drafting correspondence and reports on behalf of the equip Programme and Project Managers.
• To maintain effective working relationships with key stakeholders both internal and external, maintaining appropriate communication networks and presenting a professional image at all times.
• Type reports, memos, letters, forms etc. to a high standard, as required.
• Utilise a range of software packages in the performance of the post including email, Word, Excel, PowerPoint, and specialist Project Management software.
• Attend programme meetings as appropriate and support the preparation and timely issue of agenda, papers and the production of minutes.
• Maintain confidentiality within and without the workplace at all times.
• Participate as an active member of the programme team and undertake any other duties appropriate to the grade that may be assigned from time to time by senior officers.

Development and Innovation

• Engage in personal and professional development to maintain a high level of relevant knowledge and skills.
• Participate in the BSO's Staff Development and Performance Review Scheme.

Collaborative Working

• Liaise with Programme stakeholders as required, ensuring good relationships are maintained at all times.

Communication and Information Management

• Support the Line Manager to embed best practice approaches to the structure and management of project documentation to ensure comprehensive project records are maintained.

HUMAN RESOURCE MANAGEMENT RESPONSIBILITIES

• Establish and promote a supportive, fair and open culture that encourages and enables all parts of the team to have clearly aligned goals and objectives, to meet the required performance standards and to achieve continuous improvement in the services they deliver.
• Ensure access to skills and personal development through appropriate training and support.
• Promote a culture of openness and honesty to enable shared learning.
• Encourage and empower others in their team to achieve their goals and reach their full potential through regular supportive conversation and shared decision making.
• Adhere to and promote Organisational policy and procedure in all staffing matters, participating as appropriate in a way which underpins The Organisation's values.

RAISING CONCERNS - RESPONSIBILITIES

• The post holder will promote and support effective team working, fostering a culture of openness and transparency.
• The post holder will ensure that they take all concerns raised with them seriously and act in accordance with the Trust's 'Your Right to Raise a Concern (Whistleblowing)' policy and their professional code of conduct.