Leeds Teaching Hospitals

PMO Administrator (XN04)

This job is now closed

Job summary

Expected Shortlisting Date

01/05/2025

Planned Interview Date

13/05/2025

An exciting opportunity has arisen for the role of Administrator in the Building and Engineer (B&E) Capital Programme Management Office (PMO).

The core purpose of this role is to provide administrative and clerical support for programme management framework to the B&E capital investment programme, PMO and project managers.

As the PMO administrator, you will provide support for the PMO and project managers in helping embed a culture of continuous improvement within the operational function, and assisting the function of the PMO to become an integral part of the organisations management and assurance framework. You will be a key member of the PMO team for the B&E capital programme.

Main duties of the job

The post holder will support the PMO team and Head of PMO to manage and continually develop the Trusts B&E Capital PMO function; assisting the B&E Capital PMO team to ensure the programme of work is supported and subjected to appropriate challenge and scrutiny.

Core work will include administration of the PMO calendar and mailbox as well as supporting a variety or meetings, processes and workshops.

The work will involve supporting the PMO and project managers to report to a broad audience including, but not limited to, Executive Directors, Associate Directors, Heads of Service, finance colleagues and other leads across the Trust.

Within the B&E Capital PMO you will assist in applying best practice learning and approaches from other health organisations and non-healthcare sectors, with freedom to deliver required outcomes agreed with Head of PMO.

About us

At Leeds Teaching Hospitals NHS Trust, you will be joining over 22,000 colleagues who take pride in what they do, respect each other and enjoy working together to provide exceptional patient care. Working alongside a range of healthcare, medical and scientific colleagues, Leeds Teaching Hospitals NHS Trust contributes to life in the Leeds region, not only by being one of the largest employers, but by supporting the health and wellbeing of the community and playing a leading role in research, education and innovation. We all come together to deliver the outstanding level of care were known for to over 1.5 million patients a year.

Leeds Teaching Hospitals is committed to our process of redeploying 'at risk' members of our existing workforce to new roles. As such, all our job adverts are subject to this policy and we reserve the right to close, delay or remove adverts while this process is completed. If you do experience a delay in the shortlisting stage of the recruitment cycle, please bear with us while this process is completed, and contact the named contact if you have any questions.

Date posted

01 April 2025

Pay scheme

Agenda for change

Band

Band 4

Salary

£26,530 to £29,114 a year

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

C9298-EST-317

Job locations

St. James's University Hospital

Beckett Street

Leeds

LS9 7TF

Job description

Job responsibilities

Working within a multi-disciplined project-based environment, the post holder shall provide project administrative and secretarial support to the Leeds Teaching Hospitals NHS Trust (LTHT) and particularly the Building & Engineering (B&E) capital programme and PMO. The post holder will provide professional comprehensive administrative assistance supporting senior members of the B&E capital team in the delivery of the investment plans and other LTHT Projects as may be directed from time-to-time. It is expected that the PMO Administrator shall develop an understanding of B&E and/or other projects where they are providing support.

The B&E capital programme reflects the Trusts vision the delivery of patient focussed services in a modern and fit-for-purpose world-class healthcare setting. It includes investment in the Leeds General Infirmary and St James University Hospital sites as well as the Trusts other community hospitals. The programme is delivered by the Trusts capital team which is responsible for delivering and supporting a wide range of small, medium, and large capital and service-based Projects. The PMO Administrator shall be expected to support projects across the Directorate and the wider Trust as may be directed from time-to-time.

The Trust has a dedicated projects team to support the delivery of its B&E capital investment programme. The post holder will provide project administrative assistance and secretarial support to the B&E capital programme, the PMO and on other projects delivered by the Estates & Facilities directorate and LTHT.

Principle duties include:

Provide dedicated, professional and comprehensive administrative support (to include: filing, typing, photocopying, collating and distributing information, typing of minutes, meeting and diary management) to the delivery of the projects.

Developing, implementing and managing document management/control systems.

Maintaining and filing accurate and confidential records.

Organising and prioritising workload based upon the needs of the Programme and/or individual projects.

Providing a general project support function that may, for example, include; compiling project reports; collating information relating to the production of project deliverables/project progress; recording the status of project activities etc.

Attend meetings as required, taking minutes and managing/tracking actions.

Make a judgement and assessment on actions where further progress is required to support the project manager with the project plan.

Raising Purchase Orders in accordance with the Trusts financial and standing orders.

Support project managers in updating the project plan including the use of specific IT systems within the project.

Setting up, maintaining and monitoring of office and project related systems and processes, and liaising with other members of the Project Team (and other teams) as may be appropriate.

Using and updating databases, producing reports and statistics for the Project team and for wider distribution.

Establishment and management of Project related document control and management systems.

Provide support to the production of information and preparation of up-dates to the Trusts Project Intranet site.

Providing support in the publication of information to extranet and document portal systems and understanding the importance of confidentiality.

Administrating bidder clarification processes/systems and response periods and where appropriate, maintaining accurate records of clarifications received and responses to clarifications in accordance with defined processes.

Providing administrative support to the procurement and construction phases of the project.

Provide support to bidder clarification meetings.

Provide support to the preparation of communication and stakeholder engagement plans and materials.

Provide support to co-ordinating, planning and holding communication and stakeholder engagement events.

Maintain the electronic diaries of senior team members.

Organising meetings and appointments. This may include booking venues and setting up equipment etc.

Organising conferences, study days and other events locally and nationally as required.

Respond to written and telephone enquiries in a polite, helpful and professional manner, and where appropriate accurately recording and prioritising messages and distributing appropriately to ensure necessary action/response. Where requested, prepare, and communicate responses on behalf of senior project staff.

Where appropriate make judgements and assessments on inquiries and respond to these individually.

Arranging travel and accommodation for the team as appropriate.

Providing general ad-hoc general project administrative support.