Project Support Officer

The Christie NHS Foundation Trust; Greater Manchester; On-site; GBP 26,000 - 36,000; Full time

Job summary

The Christie NHS Foundation Trust in Manchester is looking for an organised Programme Administrator to support the delivery of programmes, projects and events. You will provide a high-quality Personal Assistant service to the Programme Director, manage diaries, coordinate meetings and prepare reports for internal and external stakeholders.

You will apply project management principles to workstreams, help develop policies and SOPs, support planning and evaluation, maintain documentation, and

Qualifications

• Degree or relevant professional qualification or equivalent experience.
• Formal project management qualification (e.g. PRINCE 2 practitioner or equivalent).
• Experience of administrative project support and performance.
• Experience and knowledge of project management.
• Experience of working in a changing environment.
• Experience of working effectively with stakeholders and partners.
• Experience of managing multiple priorities and meeting deadlines.

Responsibilities

• Work with the team to support delivery of programmes, projects and events.
• Support production of programme documentation, including project plans and reports.
• Lead discrete pieces of work, including education initiatives and engagement activities.
• Provide an PA service to the Programme Director, managing diaries and communications.
• Apply project management principles to delegated workstreams and timescales.
• Support the development of policies, SOPs and programme documentation.
• Support planning, implementation and evaluation of programmes, escalating risks as needed.
• Produce and maintain accurate programme documentation and distribute information.
• Analyse information, identify solutions and work with stakeholders to resolve issues.
• Record minutes and actions from meetings.
• Support administrative tasks including organising meetings and collating feedback.
• Prepare reports, papers and presentations for governance groups and stakeholders.
• Build and maintain relationships with partner organisations and stakeholders.
• Represent the team at meetings and provide updates on programme activity.
• Maintain communication channels, including digital platforms and social media.
• Support planning and delivery of education events, webinars and conferences.
• Keep up to date with national guidance and best practice.

Skills

Diary management

Stakeholder liaison

Written communication

Presentation skills

Problem solving

Multitasking

Decision making

Education

Degree or equivalent

Tools

MS Word

MS Excel

PowerPoint

Outlook

Job description

Detailed job description and main responsibilities

• Work closely with the team to support the delivery of programmes, projects and events.
• Support the production of programme documentation, including project plans, reports and updates for internal and external stakeholders.
• Lead discrete pieces of work, including education initiatives, programme communications and engagement activities.
• Provide a high-level, professional and confidential Personal Assistant service to the Programme Director, providing proactive diary, meeting, correspondence and organisational support and acting as a key point of contact for stakeholders.
• Apply project management principles to delegated workstreams, ensuring delivery to agreed timescales and objectives.
• Support the development of policies, standard operating procedures and programme documentation.
• Support the planning, implementation and evaluation of programmes, escalating risks and issues where appropriate.
• Produce and maintain accurate programme documentation, ensuring information is distributed appropriately.
• Analyse information, identify solutions and work with team and stakeholders to resolve issues.
• Record minutes and actions from meetings

COMMUNICATION AND SUPPORT

• Support administrative tasks including organising meetings, disseminating information and collating feedback.
• Support the team to prepare reports, papers and presentations for governance groups and stakeholders.
• Build and maintain effective working relationships with partner organisations and stakeholders to support programme delivery.
• Represent the team at meetings, providing updates on programme activity and promoting initiatives where appropriate.
• Maintain communication channels, including digital platforms and social media.
• Support the planning, coordination and delivery of education events, webinars, conferences and engagement activities.
• Keep up to date with relevant national guidance and best practice to support programme delivery.

LEADERSHIP AND EXPERTISE

• Representative the team in a professional and positive manner.
• Contribute to the team by developing and sharing knowledge, experience and best practice.
• Follow organisational policies and procedures in all relevant aspects of programme delivery.
• Work collaboratively with colleagues across the team and wider organisational programmes, providing support across teams and contributing to continuity of business support as required.
• Ensure delegated projects are delivered within agreed resources and timescales, escalating issues where appropriate.
• Support the monitoring of programme budgets where required.
• Influence stakeholders to support successful delivery of programme objectives.
• Keep outcomes that matter to patients and services at the centre of programme delivery.

SET-UP AND ORGANISATION

• Support the administration of workforce and education programmes.
• Prepare agendas, papers and minutes for meetings, following up agreed actions and monitoring progress.
• Build relationships with colleagues across Greater Manchester and partner organisations.
• Contribute to programme plans to support delivery and measure success.
• Support meaningful stakeholder and patient voice involvement across programmes of work.

PLANNING AND REPORTING

• Work with the team to plan short and long-term deliverables, monitoring and adjusting plans as required.
• Support the planning and coordination of activities, events and programme delivery.
• Develop and manage work plans with clear objectives and outcomes.
• Support the reporting of programme status, performance measures and progress to relevant governance groups.
• Assist in tracking progress against agreed outcomes and milestones.
• Support the team in maintaining programme risk registers and escalating risks and issues in accordance with agreed processes

Person specification

Qualifications

Essential criteria

• Degree or relevant professional qualification or equivalent experience

Desirable criteria

• Formal project management qualification (e.g. PRINCE 2 practitioner or equivalent)

Experience

Essential criteria

• Experience of administrative project support and performance
• Experience and knowledge of project management
• Experience of working in a changing environment
• Experience of working effectively with stakeholders and partners
• Experience of managing multiple priorities and meeting deadlines
• Experience of managing multiple priorities and meeting deadlines

Desirable criteria

• Experience of working in the NHS, Local Authority, voluntary or private sector at a senior level
• Experience of line management

Skills

Essential criteria

• Can use Microsoft Word, Excel, PowerPoint software to a high standard
• Can communicate effectively with excellent writing, data entry and presentation skills: capable of constructing and delivering clear information to all stakeholders
• Can create and deliver presentations to a broad range of different stakeholders
• Can influence others to develop a shared vision and own project objectives
• Can challenge other team members and senior colleagues when necessary
• Can analyse complex information from a wide range of sources where material may be conflicting
• Can use experience to make inferences and act where information is incomplete
• Can develop plans for the short and long term for services that extend across multiple organisations and adjust them as required
• Can monitor progress against plans, escalating risks and issues as appropriate
• Resourceful, enthusiastic and can provide excellent administrative support to the team
• Can manage own workload
• Can work flexibly with changing priorities, respond to sudden unexpected demands and cope with uncertainty
• Can make informed decisions in the absence of complete information
• Can work to demanding and changing timescales
• ability to work under pressure in a busy working environment and able to multi-task

Desirable criteria

• Project Management Skills
• Experience of coordinating the development of plans from a variety of sources and contributors

Knowledge

Essential criteria

• Intermediate knowledge of IT systems and software programmes such as ESR, Excel, PowerPoint, Word and Outlook.
• Knowledge of project planning, implementation and management gained through experience
• Knowledge of marketing
• Knowledge of General Data Protection Regulation (GDPR)

Desirable criteria

• Has an understanding of cancer services in Greater Manchester
• Knowledge of ABPI

Values

Essential criteria

• Committed to quality in all that they do
• Values diversity and difference and promotes equality of opportunity
• Committed to working to support Programme Leads/Project Managers to deliver better outcomes for patients
• Operates with integrity and openness
• Committed to service user involvement in the development of health services
• brings enthusiasm and commitment to the team and capable of generating enthusiasm in others
• Committed to personal development and supporting others to do the same
• Challenges received wisdom and acceptance of the status quo

Other

Essential criteria

• Work flexibly

The closing date for this post may be extended if there are insufficient applicants or brought forward if there is a high volume of applicants.