Imperial College Healthcare NHS Trust

Scaling Up People Services Project Officer

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Job summary

The Scaling-Up People Services Project Officer will support the Programme Lead to coordinate and deliver a Scaling-Up HR Services full business case as one of the national Scaling-Up Vanguard sites.

The post holder will work with programme stakeholders and will be pivotal in coordinating and supporting delivery of project and programme milestones, and supporting teams to identify the best opportunities for scaling up as part of a wider programme of people services transformation.

The post holder will work as a key member of the team through the provision of comprehensive and highly professional project management support and senior administrative assistance. The role will include responsibility for coordinating and maintaining core documentation, information and reporting; the scheduling and maintenance of meetings and workshops and will be the first point of contact for the enquiries about projects.

The post holder will be responsible for managing, maintaining and developing information for the Scaling-Up Programme work streams and monitoring progress against key targets as determined by the Programme Lead.

The post holder will have broad knowledge and experience and will use their reasoning, intellect and judgement to manage their workload, make decisions and proactively deal with issues independently

Main duties of the job

Providing support, as required to team members in the preparation of programme and project documentation, including project plans, project initiation documents and quality impact assessments, progress tracking and update reports

Organising meetings and events including regular projects / team meetings with NWL Collaborative and NHSE leads

Inputting data and producing reports as requested, and monitoring progress against key projects

Involvement in organising and coordinating programme meetings and workshops

Working as part of the team to build and sustain effective partnerships and relationships with a range of internal and external groups and organisations

About us

Kind: we are considerate and thoughtful so everyone feels valued, respected and included

Collaborative: We actively seek others views and ideas so we can achieve more together

Expert: We draw on diverse skills, knowledge and experience so we provide the best possible care

Aspirational: We are receptive and responsive to new thinking, so we never stop learning, discovering and improving

Date posted

20 November 2023

Pay scheme

Other

Salary

£23.18 an hour inclusive of WTD

Contract

Bank

Working pattern

Full-time, Flexible working

Reference number

C9290-23-1918

Job locations

The Bays

S Wharf Road

London

W2 1NY

Charing Cross Hospital

Fulham Palace Road

London

W6 8RF

Hammersmith Hospital

London

W12 0HS

Job description

Job responsibilities

Assist in the development and implementation of new initiatives, promoting a culture of continuous quality improvement, investigate a variety of issues and propose solutions, deal with complex enquiries.

Be responsible for co-ordinating ad hoc work to a professional standard requiring knowledge of the full range of organisational objectives.

Coordinate and manage all administrative systems and databases within the Scaling-Up project ensuring that documentation is completed in accordance with excellent project and programme management standards and formats; actions are completed to a high standard and within the appropriate timescales.

Provide project management and administrative support to the Scaling Up Programme Leadership team.

Working with all team members in the collection of information for performance reporting

Undertake audits and other data collection processes in support of specific projects; inputting, monitoring and checking data, required for finite and on-going projects within the team.

Creating and collating reports which may include reports to the trust executives and senior management team as required.

Develop relationships with the project leads and project teams regarding progress and documentation.

To support the team members with administrative duties associated with the Scaling Up agenda, including but not exclusive to:

Compiling project documentation

Developing and maintaining an electronic filing system for the project.

Updating the status of project milestones, financial benefits, quality and operational indicators, risks/issues. This will be electronically and possibly paper based

Support the central filing system for all project documentation including implementing any new document management system which might be required.

To produce and update programme plans that take account of multiple sub-projects and the dependencies that exist between them.

To analyse sub-project dashboards and summarise the information in an overall programme progress report.

Work with external organisations or suppliers as required to support the project and programme delivery.

Be responsible for communicating complex sensitive and confidential information relating to a range of individuals within and outside the organisation, seeking the co-operating of staff to ensure organisational deadlines are met, reviewing complex situations and taking action following review of appropriate options.

Be responsible for requesting information and monitoring all correspondence to ensure compliance with all targets set.

Overall responsibility for managing, maintaining and developing of office systems required for providing high level support to aid the smooth running of the programme, including:

All aspects of organising meetings; room bookings; ordering refreshments; ensuring rooms are set up appropriately

Preparing agendas, taking minutes and distributing notes of meetings including typing up of group discussions as necessary and often too tight deadlines.

Acting as a point of contact for, Scaling-Up Programme Lead in dealing and responding effectively with complex queries from stakeholders and passing on relevant information to appropriate team members sensitively.

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

Undertaking administrative duties such as photocopying and mail-out distributions (for the office and other teams, where required).

Carrying out other appropriate delegated duties as required.

Developing and maintaining effective electronic and paper filing systems, to ensure that information is kept securely and is accessible to other members of the teams.

Assist in the production of communications materials, such as website content and briefing papers, ensuring the content is up to date.

Produce written documentation as required for the teams, ensuring communication is appropriate for target audiences.