Project Administrator

North Bristol NHS Trust; Bristol; On-site; GBP 20,000 - 26,000; Full time

Job summary

A regional healthcare provider in the UK is seeking a Project Administration Assistant. This entry-level role involves supporting project management teams in healthcare transformation initiatives, with required skills in Microsoft Office applications and experience within multidisciplinary teams. The successful candidate will contribute to efficient and high-quality administrative support for various projects.

Qualifications

• 5 GCSEs / NVQ Level III or equivalent.
• Proficiency in Microsoft Packages, Excel, Outlook, PowerPoint, Word.
• Experience of interpreting and extracting information from a variety of IT applications.
• Experience of NHS working and working with Multidisciplinary teams.
• Methodical and reliable, with attention to detail and accuracy.

Responsibilities

• Support the administration of key projects for the Corporate Services Transformation.
• Provide administrative support to project managers and workstreams.
• Prepare programme documentation for boards and forums.
• Maintain effective communication with colleagues to facilitate efficient service.

Job description

Overview

The main purpose of this role is to support the administration of key projects that will enable the achievement of the Corporate Services Transformation vision and associated benefits realisation of University Hospitals Bristol & Weston (UHBW) and North Bristol NHS Trust (NBT) as the organisations align services through merger. Reporting to the central administration team and engaging with a variety of programme colleagues via a matrix structure this is a truly varied role which will draw on your attention to detail, ability to translate and document key information, and excellent communication skills. This is a recently established programme and will invite you contribute to the shaping of the administrative support offer and service through establishing processes and/or systems to help drive a smooth and efficient Project Management Office (PMO).

Main duties of the job

• Working with a variety of programme SROs, leads and managers whose aim is to successfully and proactively deliver on the benefits identified in the Group Benefits Programme Business Case
• Operating as part of a matrix structure providing administrative support to a broad portfolio of workstreams
• Support the timely preparation of programme documentation for a broad range of boards, steering groups, and forums
• Working with data and information via a range of platforms and packages, maintaining and entering into local and group PMOs
• Driving efficiencies and improvements for effective administration management where possible
• Working as part of the administration team to deliver high quality administrative support to a broad portfolio of programmes
• Make decisions where there may be more than one solution to effectively deliver an administrative solution in support of a programme activity
• Collect, collate, and input data into a range of formats and products including the preparation and submission of meetings papers/packs for various forums
• Use a range of IT applications to complete a variety of tasks often set on a cyclical basis
• Maintain effective communication with programme colleagues, and other clerical and secretarial colleagues to facilitate an efficient service
• Provide regular comprehensive updates to the project administration team about the development of specific projects

Working for our organisation

North Bristol NHS Trust employs over 12,000 staff providing healthcare to the residents of Bristol, South Gloucestershire and North Somerset from our award-winning hospital building at Southmead. We are the regional Major Trauma Centre, and an internationally recognised centre of excellence in a range of services and major specialities. Our vision is that by enabling our teams to be the best that they can be, we will provide exceptional healthcare, personally delivered.

North Bristol NHS Trust values all people as individuals. We aim to be an anti-discriminatory organisation and are committed to building a team that represents a variety of backgrounds, perspectives, and skills. We welcome applicants from all underrepresented groups.

Detailed Job Description And Main Responsibilities

Please see attachment in the documents section of this advert for a full and detailed Job Description and Person Specification.

Person specification

Qualifications And Training

Essential criteria

• 5 GCSEs / NVQ Level III or equivalent
• Proficiency in Microsoft Packages, Excel, Outlook, PowerPoint, Word

Desirable criteria

• Educated to NVQ Level 4 or 5 or equivalent including foundation degree, Higher National Diploma, Diploma in Higher Education or other diploma or equivalent level of knowledge

Knowledge and Experience

Essential criteria

• Experience of interpreting and extracting information from a variety of IT applications
• Experience of NHS working and working with Multidisciplinary teams
• Experience of assisting a project manager in planning and organising administrative heavy pieces of work to ensure the overall delivery of a project

Desirable criteria

• Experience of developing and implementing administration processes and ways of working for a new project

Aptitudes

Essential criteria

• Methodical and reliable, with attention to detail and accuracy
• Demonstrate a flexible and adaptable approach to work with a willingness to learn and develop role
• Exhibits diplomacy and interpersonal skills with ability to interact with people of all levels and backgrounds
• Ability to gain influence, motivate and negotiate with people to achieve progress

Skills And Abilities

Essential criteria

• Ability to make decisions when working under pressure to strict deadlines
• Ability to plan, prioritise and adjust approach to ensure effective and efficient workload completion
• Demonstrate excellent organisational and administrative skills with regards to own workload and overall delivery of a project
• Ability to work autonomously to plan and implement administrative processes
• Excellent interpersonal skill, including to motivating and negotiating with others
• Ability to communicate clearly to provide key updates about the development of a project, including when this may unexpectedly change
• Ability to develop and implement policies, processes, and procedures to ensure the smooth running of a project

If you apply for this vacancy and have not received a communication from North Bristol NHS Trust within three weeks of the closing date, please assume that on this occasion your application has been unsuccessful.

Please note that North Bristol NHS Trust does not reimburse travel expenses relating to interview attendance.

If you feel you meet the requirements of the Disability Act / Two Ticks scheme and require further support/advice, please contact us on tel [phone].

North Bristol NHS Trust is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.

The successful applicant(s) will normally commence at the minimum of the scale unless they have previous NHS service at the same band. Progression through the scale is by annual increments.

At North Bristol Trust (NBT), we know diverse and inclusive environments lead to happier and healthier teams and improved patient care and outcomes. We are committed to equality of opportunity, to being fair and inclusive, and to being a place where we all belong. We therefore particularly encourage applications from candidates who are currently underrepresented in NBT’s workforce at Band 8a and above. These include people from Black, Asian and minority ethnic backgrounds, disabled people and LGBTQIA+ people.

Please note that stringent pre-employment checks are undertaken on all successful applicants prior to commencement in post.

Seniority level

• Entry level

Employment type

• Full-time

Job function

• Project Management and Information Technology
• Industries
• Hospitals and Health Care

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