Project Administrator

Alder Hey Children's NHS Foundation Trust

About The Position

Alder Hey Children’s NHS Foundation Trust is a provider of specialist health care and has a presence in community outreach sites and, in collaboration with other providers, our clinicians help deliver care closer to patients’ homes by holding local clinics at locations from Cumbria to Shropshire, in Wales and the Isle of Man. The Trust also provides inpatient care for children with complex mental health needs at our Sunflower House building newly relocated, and opened on the hospital site. We currently have more than 4,000 staff working across our community and hospital sites. We’re also a teaching and training hospital providing education and training to around 540 medical and over 500 nursing and allied health professional students each year. As black and minority ethnic (BME) employees are currently under-represented in this area, we particularly welcome applications from members of our BME communities. All appointments will be made on merit. You can expect a warm welcome at Alder Hey Children's NHS Foundation Trust, our staff are friendly and welcoming. We listen to each other and work together to embed our Trusts values and behaviours. An exciting opportunity has arisen for a Band 4 Project Administrator to work for Beyond: The Cheshire and Merseyside Children and Young People’s Transformation Programme. The role will provide professional administrative management of the Beyond Programme, with respect to the organisation and administration of multiple workstreams and the development and implementation of frameworks for new programmes. Accountable to the Project managers, the post holder will be required to work closely with, and in support of, the Project Team and Programme stakeholders, Finance managers, Business Intelligence, Communications Team, HR representatives and clinical leaders. This role will be required to ensure the maintenance of the Programme Workstreams, whilst ensuring that programme activities are well co-ordinated, closely monitored and accurately reported. The post holder will also provide day to day administrational support to the Programme team including the Programme Director. The primary purpose of this key role is to support the team in the successful delivery of the Beyond Programme. Beyond has been established for over four years and has a core Programme team, and a broader team with clinical and organisational expertise who are driving through transformational change across the region. This committed and passionate team are working across the system to support quality improvement.

Requirements

Educated to NVQ 3 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience
Significant administrative/ secretarial experience including initiating and maintaining office systems
Demonstrable experience in dealing with sensitive and confidential information
Knowledge of IT systems and software programmes such as Outlook, Word, Excel, Powerpoint and Access 2010
Knowledge of administrative procedures, project management or information analysis
Experience of communicating complex matters, such as complicated technical or financial information, both verbally and in writing
Ability to work without supervision
Able to work on own initiative, organising and prioritising own and others workloads to changing and often tight deadlines
Understanding of and commitment to equality of opportunity and good working relationships
Understanding of Confidentiality and Data Protection Act
Shorthand or ability to take live time notes via a laptop
Knowledge of programme/project management methodology
Direct experience of supporting programme/project delivery
Knowledge of basic approaches to evaluating project impact
Knowledge of current issues in the NHS and wider health and social care sector
Minute taking
Intermediate / Advanced level IT Skills including Excel, Word, PowerPoint and MS Project
Excellent verbal and written communication skills
Excellent attention to detail, accuracy and consistency
Strong relationship building skills and team working attitude
Excellent interpersonal, planning and organisation skills with outstanding ability to prioritise and schedule workloads
Listen to, understand and accurately interpret complex and detailed instructions and guidance given, and provide alternative solutions as necessary
Ability to work under pressure and to prioritise accordingly
Clear communicator with excellent writing, data entry and presentation skills: capable of constructing and delivering clear information/ instructions to a service users and staff across a wide range of organisations
Ability to work with autonomy within defined policies /procedures, with occasional support from a manager
Basic public speaking skills are required (for example for reporting or presenting to small meetings)
Ability to pull together comprehensive draft reports, data and letters
Negotiating, networking and persuasive skills
Excellent time management skills
Enthusiasm and commitment
Innovative and progressive
Honesty and integrity
Maintain position of professionalism, integrity, sensitivity whilst appreciating the need for strict confidentiality

Responsibilities

Support the Programme Management Office (PMO) in delivering the CYP Transformation Programme, and developing the infrastructure of the Programme
Support the maintenance of programme/project documentation and records including maintaining filling systems, supporting the creation and maintenance of programme products/tools; i.e. highlight reports, mandates, programme plans, risk registers, issues logs, and action plans
Support the maintenance and tracking of the programme/projects including scheduling of reporting and programme submissions, creation of databases, action logs, and pathway/governance visuals
Support in the processing and presentation of quantitative and qualitative data to support analysis of programme activity, specifically to support reports and presentations
Support reviews of programme and project activity as required to support the PMO in managing the overall Transformation Programme delivery and evaluation
Provide a support role in the delivery of PMO led training; supporting the creation of training documentation and appropriate co-facilitation skills
Support PMO in recording, keeping, and tracking of related documents in the development of the infrastructure of CYP Transformation Programme, and business as usual tracking activities and update of documents
Contribute to the development of CYP Transformation Programme by providing administration support to task and finish / steering groups
Provide a full administrative and secretarial service to the CYP Transformation Programme Task & Finish / Steering Groups as required
Provide administrative support for meetings to include; minute taking, actions logs, preparation of draft agendas, collation of papers, distribution of finalised agendas and papers, and tracking of follow up actions and deadlines
Receive, respond to telephone and email queries as appropriate and distribute correspondence
Arrange meetings and organise any travel and accommodation arrangements as necessary
Schedule, maintain and update a computerised diary and/or desk diary
Organise and maintain an efficient, effective and up-to-date filing system and shared working space to ensure information is kept securely
Develop and proactively manage stakeholder maps and contact databases
Work within defined policies, procedures and standards to undertake any other duties appropriate to the grade and position, which may from time to time be required or delegated
Dealing with queries from both NHS and partner organisations in a professional and sensitive manner, ensuring confidentiality at all times
Developing and maintain close collaboration and co-operation with PAs/Admin teams within our partner organisations