Project Support Officer

Job description

Job responsibilities

ROLE AND RESPONSIBILITIES

The following are the core responsibilities of the Project Support Officer. On occasion, there may be a requirement to undertake additional tasks depending on workload and staffing levels.

Project Support

• Build and maintain strong working relationships with the Executive Team, Member Practices, and external stakeholders to ensure efficient project delivery.
• Provide high-quality administrative and project support to CHE and the PCN.
• Maintain project documentation, ensuring templates are up-to-date and version-controlled (e.g., business cases, risk registers, project plans).
• Assist with the preparation of project reports and presentations for internal and external stakeholders.
• Support the collection, auditing, and presentation of project data using spreadsheets and data systems.
• Run and collate reports, including those for the Executive Team, as required.
• Support data reconciliation and basic analysis to aid project monitoring.
• Follow up on project actions and maintain accurate records of project progress.
• Work independently day-to-day, escalating issues to the appropriate person as needed.
• Provide cover for colleagues during periods of leave or absence to ensure continuity of key administrative and project support functions.
• Contribute to the evaluation and review of projects, identifying areas for improvement.

Secretarial & Administrative Support

• Coordinate meetings, including scheduling, preparing agendas, distributing materials, and taking accurate minutes.
• Follow up on action items to ensure timely completion.
• Act as a point of contact for CHE and the PCN, collating queries and requests for the Executive Team and responding to emails on their behalf when required.
• Provide comprehensive secretarial and administrative support to the Executive Team and PCN Clinical Directors.
• Manage electronic diaries, arranging and prioritising meetings and appointments as appropriate.
• Make travel arrangements, and book venues and catering for meetings and conferences.
• Organise and plan events, workshops, and training sessions to support PCN projects.
• Develop and maintain effective electronic and paper filing systems to ensure information is secure, up-to-date, and easily accessible to CHE and PCN team members.

Communication

• Design, produce, and distribute newsletters to Member Practices and internal stakeholders.
• Develop and disseminate other communications to Member Practices, external stakeholders, and the public.
• Respond promptly and professionally to telephone and email enquiries, including patient referrals, ensuring messages are directed to the appropriate team members.
• Support the Project Officers with incoming email management to ensure timely and appropriate distribution.
• Ensure all urgent and/or confidential communications are processed and distributed from/to relevant parties in a timely manner.
• Organise and communicate all aspects of events, workshops, and training sessions, providing supporting materials and information.

------------------------------------------------------------------------------------------------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

Workspace

60 Gray's Inn Road

60 Gray's Inn Road

London

WC1X 8LU

Employer's website

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