Programme & Project Co-ordinator

Job description

Job responsibilities

You will be able to find a full Job description and Person Specification attached within the supporting documents or please click Apply now to view in Trac.

Communication and Relationship Skills

Provide comprehensive administrative support to the ATW programme ensuring communication between directorates, divisions and stakeholders.

Provide information and advice in a timely manner.

Provide an effective and professional service when liaising with colleagues, partners, stakeholders using tact and diplomacy to encourage effective working when dealing with any communication difficulties.

Liaise and negotiates with staff and project teams to support the efficient running of projects and business functions.

Communicate information which can be sensitive and contentious to staff across all levels including senior management and Trust representatives.

Adopt high levels of discretion in the management and retention of confidential / sensitive information regarding the change programme.

Assist in the development of presentations and written updates in order to communicate to project teams and staff groups.

Assist the ATW / MW-ATTC Project Manager in developing reports for Project Boards and other meetings.

Participate in team meetings in order to update departmental staff on any project issues/progress.

Present project updates to staff groups across the organisation, demonstrating understanding and in depth knowledge of the key issues surrounding the project.

Handle project queries from staff and carers directly or pass on to the most appropriate staff member.

Communicate with clarity to staff at all levels on aspects of the project to ensure that consistent and accurate information is available.

Develop strong working relationships with stakeholders and use influencing skills to enthuse and persuade staff to adopt changes.

Skills and qualifications

Educated to A level standard and have relevant occupational experience.

Excellent IT user, either ECDL qualified or with equivalent knowledge.

Knowledge and skills in a diverse range of I.T. software packages including Visio, PowerPoint, Project, Word and Excel.

Experience in the development, maintenance, and management of information systems / databases to capture and manage project information.

Excellent communication skills including the ability to produce a high standard of written work.

Must be able to work autonomously and solve problems for own work area.

Knowledge or experience of change management / project management methodologies.

Demonstrable proven organisational and time management skills.

Autonomy

Compile, analyse and evaluate complex data / statistics, producing reports to make and support decisions.

Analyse and interpret statistical data to support service redesign pilots.

Research background information and undertake enquiries to support projects, including contacting other external organisations for information.

Be proactive in supporting projects by analysing project progress, identifying risks undertaking initial data analysis and where possible resolving problems to allow the projects to progress.

Act as the first point of contact for all programme enquiries, making judgements on queries received by the department.

Assess and prioritise own workload within given timeframe, to meet project schedules.

Provide a diary management service with the ability to resolve conflicting diary appointments and schedules.

Support projects developing and identifying resources required, ensuring all materials and resources are current and appropriate.

Organisational Skills

Provide high level administrative support to staff within the iHub.

Manage, organise and support the planning of complex meetings and events including delegating duties as necessary, booking venue, arranging equipment and refreshments, preparing packs, this can involve the re-allocation of specific tasks to ensure deadlines are met.

Summarise correspondence, and reports both routine and ad hoc, ensuring that deadlines are met.

Develop, manage, and maintain office systems, including paper and electronic files, ensuring that information is appropriately and securely stored, filed and retrievable.

Assist the Project Support Officer and ATW / MW-ATTC Project Manager in the development of the overall project plan using project planning software.

Facilitate work stream project planning sessions and develop the resulting project plans.

Monitor progress against the plan, liaising with Project Team leads to ensure that project tasks are delivered on time.

Update project plans to reflect changes agreed at Project Team meetings.

Provide day-to-day support for project activities such as planning, monitoring, change control, quality monitoring, risk and issue monitoring and management and project reporting.

Manage the ATW / MW-ATTC Project Managers diary, making decisions on whether and when appointments are made, based on the issue and the workload.

Schedule and provide administrative support for project meetings.

Prepare and type correspondence, reports, minutes and any other associated documents ensuring that work is produced in an accurate and timely manner.

Carry out other administrative tasks that fall within the competencies of the post holder in order to provide cover when required.

Service Management

Develop and implement new systems and procedures within the team and follow policies and procedures within Velindre University NHS Trust corporate systems.

Propose changes to working practices or procedures of work.

Contribute to meetings.

Contributing to the wider establishment of a Change Management Structure.

Responsible for implementing and proposing changes to working practices, do they contribute by working on working parties or groups that propose changes.

Resources

May be an authorised signatory on small/cash financial payments.

Process orders of resources and supplies via procurement systems.

Responsible for managing and maintaining stock levels.

Budget monitoring.

Responsible for the safe use of office equipment.

Other

Maximise the use of desktop technology to improve operational and office processes.

Keep skills and knowledge up to date and in line with best practice.

Continually review practice and apply lessons learnt to future work.

Maintain a personal development plan to be reviewed annually as part of the Individual Performance Review process.

General

This is not an exhaustive list of duties and responsibilities and the post holder may be required to undertake other duties which fall within the grade of the job, in discussion with the manager.

This job description will be reviewed regularly in the light of changing service requirements and any such changes will be discussed with the post holder.

Performance Reviews/Performance Obligation

The post holder will be expected to participate in the Trusts personal development review process to ensure continued professional development.

Person Specification

Qualifications and Knowledge

Essential

• Educated to Diploma Level in relevant subject or equivalent experience
• Evidence of continued professional development
• Knowledge of change or project management methodologies

Desirable

• Specialist project knowledge and experience (e.g. PRINCE 2 or equivalent project management or willing to work towards)

Experience

Essential

• Demonstrable experience in an administrative role
• Good knowledge of Computer skills, and Microsoft Office Suite, with the ability to master new applications
• Experience of preparing and presenting reports
• Experience of analysing complex information to aid decision making
• Extensive experience of all office procedures, working in a busy office environment
• Knowledge or experience of change management / project management methodologies.
• Demonstrable proven organisational and time management skills.
• Experience of transcribing and minute taking

Desirable

• Experience of working in health care Budget monitoring Experience of working at a senior administrative or project planning level within the NHS or similar organisation

Skills and Attributes

Essential

• Technically competent in the use of Microsoft software programmes with the ability to master new applications.
• Ability to communicate with managers and staff at all levels of the organisation
• Good communication and presentation skills
• Good organisation skills
• Ability to influence
• Ability to develop and maintain effective working relationships with Project team
• Ability to work autonomously and as part of a team
• Ability to manage own workload and prioritise against conflicting demands from the project
• Ability to problem solving in a project management environment.
• Ability to take minutes and draft reports

Desirable

• Welsh Language Skills are desirable levels 1 to 5 in understanding, speaking, reading, and writing in Welsh

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

Welsh Blood Service

Address

Velindre University NHS Trust

Unit 2,Charnwood Court, Parc Nantgarw

Nantgarw, Cardiff

CF15 7QZ

Employer's website

https://www.welsh-blood.org.uk/ (Opens in a new tab)