Project Support Officer

Job description

Job responsibilities

ROLE AND RESPONSIBILITIES

Project Support

• Build effective relationships with the Executive Team and Member Practices, and external stakeholders.

• Support the Executive Team to provide high quality project plans and ensure all core project documentation templates are up-to-date.

• Responsibility for project management activities across the CHE and PCN programmes of work.

• Work collaboratively with all CHE / PCN team members to ensure all projects are planned, managed, and delivered effectively.

• Ensure version control for project documentation e.g. business cases, risk registers, and project plans.

• Use spreadsheets and data collection systems to collect, audit and present data.

• Support the CHE / PCN team with data reconciliation.

• Run and collate reports, which may include reports to the Executive Team as required.

• Work on own initiative on a day-to-day basis, autonomously, escalating any issues that may arise to the appropriate person.

• Provide cover for colleagues during periods of annual leave or absence to ensure continuity of key administrative and project support functions.

Communication

• Responsible for newsletter design and distribution.

• Production of communications to Member Practices, External Stakeholders, and the public.

• Deal with telephone and email enquiries, and patient referrals in a timely and proficient manner.

• Work with the Project Officers to ensure incoming emails for CHE and the PCN is distributed as appropriate.

• Ensuring all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner.

Secretarial Support

• Act as a point of contact for CHE and the PCN, collating queries, and requests to pass on to the Executive Team and respond to emails on their behalf.

• Provide comprehensive and efficient secretarial and administrative support to the Executive Team and PCN Clinical Directors.

• Manage the electronic diary for CHE, and PCN Clinical Directors, including arranging and changing meetings/appointments, prioritising these as appropriate.

• Support CHE and the PCN Clinical Directors in organising, preparing agendas and minuting meetings, including typing up of group discussions as necessary and following up on action points.

• Prepare and produce reports / spreadsheets, presentations and other documents as requested.

• To make travel arrangements, booking venues and catering arrangements for meetings and conferences.

• Organise and plan events as necessary, providing supporting information and materials.

• Develop and maintain effective electronic and paper filing systems, to ensure information is kept secure, up-to-date, and accessible to member of the CHE and PCN Team.

Confidentiality / Data Protection / Freedom of Information

Post holders must maintain the confidentiality of information about patients, staff, and other health service business in accordance with the Data Protection Act 2018.

Post holders must not, without prior permission, disclose any information regarding patients or staff. Moreover, the Data Protection Act 2018 also renders an individual liable for prosecution in the event of unauthorised disclosure of information.

Equal Opportunities

Post holders must always fulfil their responsibilities in accordance with equality laws and policies, promoting an inclusive and non-discriminatory environment.

Health and Safety

Employees must be aware of the responsibilities placed on them under the Health and Safety at Work Act (1974), and to ensure that agreed safety procedures are carried out to maintain a safe environment for employees, patients and visitors.

Risk Management

All post holders have a responsibility to promptly report risks, including clinical and non-clinical accidents or incidents. They are expected to be familiar with the organisations risk management strategy, emergency procedures, and attend relevant training as required.

Infection Control

Infection Control is everyones responsibility. All staff, both clinical and non-clinical, are required to adhere to the Hygiene Code (2006) and Infection Prevention and Control Policies. They are expected to make every effort to maintain high standards of infection control at all times thereby reducing the risk of Healthcare Associated Infections, including MRSA.

Safeguarding

Within their sphere of competence, each member of staff is responsible for promoting and safeguarding the welfare of the children, young people, and or vulnerable adults for whom they are responsible for or may come into contact with as part of their role.

Review of this Job Description

This job description is intended as an outline indicator of general areas of activity for the role. It is subject to review and amendment in response to the changing needs of the organisation. To be reviewed in conjunction with the post holder on an annual basis.

Person Specification

Experience

Essential

• Experience working in the NHS, including either in Primary Care, or with close ties to Primary Care
• Secretarial experience including initiating and maintaining office systems
• Minute taking
• Knowledge and understanding of communications practices, tools, and techniques in social media
• Experience in dealing with sensitive and confidential information

Desirable

• Experience of coordinating, managing and maintaining project documentation
• Knowledge of project principles

Qualifications

Essential

• GCSE Maths and English
• Educated to A level / NVQ 3 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience
• Evidence of continued professional development

Desirable

• Educated to degree level in relevant subject or equivalent level qualification or significant experience of working at a similar level in specialist area
• Project and/or Programme Management Qualification (PRINCE2 or equivalent)
• NHS Leadership Academy Programme

Skills / Abilities

Essential

• Excellent communication and interpersonal skills
• Ability to work under pressure in a busy working environment and able to multi-task
• Ability to work as a member of a team
• Ability to produce high quality reports
• Excellent time management skills with the ability to re-prioritise
• Ability to work autonomously
• Ability to use own initiative to resolve problems
• Excellent IT skills including Microsoft Office
• Good telephony and email skills

Desirable

• Skills for communication on complex matters and difficult situations, requiring persuasion and influence
• Creating and delivering presentations to a varied group of internal and external stakeholders
• Ability to work with informatics, data analysis and data visualisation
• Understands good clinical and information governance
• Proficient in the use of EMIS Web and designing of EMIS Web Searches
• Touch typing

Knowledge

Essential

• Basic knowledge of available local health services
• Appreciation of the relationship between NHS Bodies, including GP Practices, Federations, PCNs, ICBs, STPs and NHS England

Desirable

• Good local knowledge of health landscape and population needs
• Understanding of local and national strategic priorities
• Understanding of local culture between practices and other providers

Aptitudes

Essential

• Adaptability, flexibility, and ability to cope with uncertainty and change
• An ability to maintain confidentiality and trust
• Professional, calm, and efficient manner
• Commitment to continuing professional development
• Positive and flexible approach to work, demonstrating a strong desire to improve performance and make a difference by focusing on goals
• Willing to engage with and learn from peers, other professionals, and colleagues

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.

Employer details

Employer name

Camden Health Evolution Ltd

Address

Bloomsbury Surgery

1 Handel Street

London

WC1N 1PD

Employer's website

https://www.camdenhealthevolution.nhs.uk/ (Opens in a new tab)