Job summary
The successful candidate will be an integral member of the Capital Delivery team that sits within the Estates and facilities directorate, and as its Project Support Officer you will have responsibilities to support the expert project management office service. Your task's will be so varied this could include supporting the teams financial officer compiling management information reports, supporting project managers on large multi-million-pound construction projects, to updating the team's social media pages. We are seeking to recruit a professional, dynamic, and highly motivated Project Support Officer that demonstrates an "can do" attitude. The successful candidate will have the opportunity to work with a wide variety of teams across the Trust as part of their day-to-day duties. This role will allow you to work in a hybrid manner which includes a mixture of home-based working and working from sites across the Trust. The successful candidate will have very good communication and teamworking skills and be comfortable working in a fast-paced environment whilst maintaining a professional calm approach. In return you can expect from us, a supporting environment giving you opportunities to develop your skills and experience within all aspects of the capital delivery teams function, in the form of both professional qualifications as well as in depth on the job training that will be delivered in a structured manner to ensure that you get the most out of the role.
Main duties of the job
- To take the lead role in Capital project support for the F&E Directorate.
- Maintain a thorough understanding of all elements of the projects to ensure an effective and informed first point of contact to all internal and external stakeholders.
- To support project teams on project management best practice methodologies including Prince2.
- To provide support to project workshops and meetings, support the process for the training of project managers and project support officers on F&E PMO processes and systems.
- To be responsible for the F&E Programme Management Office documentation and provide support to all Capital staff within major capital governance structures, including creation and proof reading of accurate/detailed project documentation.
- To monitor, record, check and maintain accurate details of all project information. This post holder will be required to produce and update documentation (to be completed to strict deadlines).
- To assist with the creation of reports on project status and project progress for Programme Steering Groups liaising with project managers to provide the latest information.
- Assists project managers in the development of project plans and takes own actions including planning of key work streams for individual projects.
- Proof reading of detailed project scope documentation.
About us
By joining Team MPFT, you will be helping your communities and in return for this, we will support you by;
- Supporting your career development and progression
- Excellent NHS Pension scheme
- Generous maternity, paternity and adoption leave
- Options for flexible working
- Up to 27 days annual leave (increasing with service up to 33 days) and the opportunity to purchase additional leave
- Extensive Health and Wellbeing support and resources
- If you work in our community teams, we pay for your time travelling between patients
- Lease car if you complete more than 500 business miles per annum, fully insured and maintained (including tyres), mileage paid at lease car rate
- Salary sacrifice car - fully insured and maintained (including tyres), your gross pay is reduced by the cost of the vehicle before tax, NI and pension deductions are calculated, milage paid at business rates
- Salary sacrifice bikes up to £2k
- Free car parking at all trust sites
- Free flu vaccinations every year
- Citizens Advice support linked with a Hardship Fund for one off additional support up to £250 (if the criteria is met)
And more. We are proud to be a diverse and inclusive organisation and there is a choice of staff networks that help you meet like-minded people.
Job description
Job responsibilities
- As part of updating/maintaining the project documentation, this role is required to highlight potential issues to ensure standards and consistency of data is of a high standard.
- Works on own initiative, plans, co-ordinates and supports meetings of varying levels. Also involved in co-ordinating meetings for large numbers of staff across Midlands Partnership NHS Foundation Trust projects, involving external providers where appropriate.
- Assists project managers with the project lifecycle, including advising on project documentation, escalation of issues, meetings, planning, reporting, risk and project closure.
- Develops, documents and implements F&E PMO project processes where required.
- Works to a high level of efficiency maximising use of automated processes and excellent use of Microsoft Office packages.
- Work with project managers to create case studies at the end of each project
Team Administration Duties:
- To provide support and cover to the capital invoicing and procurement function
- Arranging meetings
- Takes and transcribes minutes of meetings, preparation of agendas, room bookings and refreshments. Diary management, scheduling of meetings and provision of equipment.
- Assists in the production of routine and ad hoc documentation as required using a range of software packages.
- Sourcing appropriate venues, booking rooms and arranging refreshments as necessary (both on and off site)
- Ensuring appropriate equipment is available, e.g. flip charts/projector, as required
- Preparation and circulation of agendas and supporting papers to members of the meeting
- Circulation of minutes and arranging follow-up action
- To provide secretarial and administrative support to members of the team including: photocopying, responding to telephone enquiries and management of documentation.
- Manage the teams social media pages to ensure regular content is published
- Monitoring and coordinating emails sent to the teams shared mailbox
- To complete surveys and audits related to own work area.
Systems and Equipment
- The post holder will need to be able to use standard PC desktop equipment and standard Microsoft Office packages including Outlook, Word, Excel, PowerPoint, OneNote
- Use of Microsoft Project for project and programme plans and Microsoft Project Server for project information.
- Use of finance ordering and invoicing systems.
- Use of risk management system for reports.
Decisions and Judgements
- Prioritise and manage own workload in order to meet deadlines.
- Work on own initiative with regards to admin requirements for Trust projects, with minimal supervision
- Work to multiple Project Managers officers simultaneously and prioritise workload according to individual project and programme deadlines.
- Use initiative when making telephone calls or dealing with incoming enquiries.
- To compile standard project information/documentation without reference to line manager.
- To participate in reviewing and developing administration processes where necessary.
- Commitment to developing skills and knowledge as agreed between post holder and the team, line manager and the individuals they support.
- Participate in regular supervision and appraisal with line manager and contribute to own personal development plan.
Communication and Relationships
- Whilst co-ordinating and arranging admin support for Trust projects, the post holder will be required to understand and communicate complicated information and engage in negotiations where persuasive and motivational skills may be required.
- Regular communications, both internally and externally, at all levels including members of the senior leaders and external suppliers
- In response to telephone/written enquiries, arranging meetings, cascading of information, chasing responses etc.
- Excellent communication skills (verbal and written), requiring tact, diplomacy and confidentiality to deal with all enquiries.
- Communicates to a wide variety of stakeholders by written and verbal means.
Physical Demands of the Job
- The job is office based using IT desk based equipment such as PCs, more or less continuously throughout the day.
- Comprehensive advanced keyboard skills are required with a high demand for accuracy, which is carried out on a daily basis.
Most challenging/difficult parts of the job
- Provision of a project support function in an office environment where there are frequent interruptions during complex tasks requiring concentration.
- Prioritising own workload, within the existing workload of the team and its projects, in order to successfully manage conflicting deadlines.
Job description
Job responsibilities
- As part of updating/maintaining the project documentation, this role is required to highlight potential issues to ensure standards and consistency of data is of a high standard.
- Works on own initiative, plans, co-ordinates and supports meetings of varying levels. Also involved in co-ordinating meetings for large numbers of staff across Midlands Partnership NHS Foundation Trust projects, involving external providers where appropriate.
- Assists project managers with the project lifecycle, including advising on project documentation, escalation of issues, meetings, planning, reporting, risk and project closure.
- Develops, documents and implements F&E PMO project processes where required.
- Works to a high level of efficiency maximising use of automated processes and excellent use of Microsoft Office packages.
- Work with project managers to create case studies at the end of each project
Team Administration Duties:
- To provide support and cover to the capital invoicing and procurement function
- Arranging meetings
- Takes and transcribes minutes of meetings, preparation of agendas, room bookings and refreshments. Diary management, scheduling of meetings and provision of equipment.
- Assists in the production of routine and ad hoc documentation as required using a range of software packages.
- Sourcing appropriate venues, booking rooms and arranging refreshments as necessary (both on and off site)
- Ensuring appropriate equipment is available, e.g. flip charts/projector, as required
- Preparation and circulation of agendas and supporting papers to members of the meeting
- Circulation of minutes and arranging follow-up action
- To provide secretarial and administrative support to members of the team including: photocopying, responding to telephone enquiries and management of documentation.
- Manage the teams social media pages to ensure regular content is published
- Monitoring and coordinating emails sent to the teams shared mailbox
- To complete surveys and audits related to own work area.
Systems and Equipment
- The post holder will need to be able to use standard PC desktop equipment and standard Microsoft Office packages including Outlook, Word, Excel, PowerPoint, OneNote
- Use of Microsoft Project for project and programme plans and Microsoft Project Server for project information.
- Use of finance ordering and invoicing systems.
- Use of risk management system for reports.
Decisions and Judgements
- Prioritise and manage own workload in order to meet deadlines.
- Work on own initiative with regards to admin requirements for Trust projects, with minimal supervision
- Work to multiple Project Managers officers simultaneously and prioritise workload according to individual project and programme deadlines.
- Use initiative when making telephone calls or dealing with incoming enquiries.
- To compile standard project information/documentation without reference to line manager.
- To participate in reviewing and developing administration processes where necessary.
- Commitment to developing skills and knowledge as agreed between post holder and the team, line manager and the individuals they support.
- Participate in regular supervision and appraisal with line manager and contribute to own personal development plan.
Communication and Relationships
- Whilst co-ordinating and arranging admin support for Trust projects, the post holder will be required to understand and communicate complicated information and engage in negotiations where persuasive and motivational skills may be required.
- Regular communications, both internally and externally, at all levels including members of the senior leaders and external suppliers
- In response to telephone/written enquiries, arranging meetings, cascading of information, chasing responses etc.
- Excellent communication skills (verbal and written), requiring tact, diplomacy and confidentiality to deal with all enquiries.
- Communicates to a wide variety of stakeholders by written and verbal means.
Physical Demands of the Job
- The job is office based using IT desk based equipment such as PCs, more or less continuously throughout the day.
- Comprehensive advanced keyboard skills are required with a high demand for accuracy, which is carried out on a daily basis.
Most challenging/difficult parts of the job
- Provision of a project support function in an office environment where there are frequent interruptions during complex tasks requiring concentration.
- Prioritising own workload, within the existing workload of the team and its projects, in order to successfully manage conflicting deadlines.
Person Specification
Qualifications & Training
Essential
- Minimum 3 GCSEs at Grade C or above, including English Language and Mathematics
- NVQ Level 3 in business administration
Experience
Essential
- Competent in the use of word processing, internet and Microsoft office packages - Word, Excel, PowerPoint, OneNote
- Experience of communicating with people across all levels.
- Providing a full service to meetings, including minute/accurate note taking.
Desirable
- Experience of working within a PMO function.
- Experience of working with Microsoft Project
- Experience of the construction environment
- Experience of E-Procurement
Skills Knowledge & Abilities
Essential
- High standard of verbal and written communication skills, able to generate own correspondence and reports
- Ability to work under pressure and meet deadlines and to prioritise/organise workload.
- Desire to undertake relevant courses
- Keyboard skills / prolonged use of VDU
- Use of Microsoft suite of Office tools
- Ability to occasionally work out-side normal office hours
- Ability to work flexibly out of multiple locations
- Excellent analytical and problem solving skills
- Excellent communication skills and the ability to negotiate, influence and facilitate effective interactions with key stakeholders and suppliers
- Ability to communicate project issues to a wide range of internal and external staff, guiding them to a certain course of action
- Good judgement necessary to choose the best provider from a range of options. oHandle highly complex facts or situations requiring analysis, interpretation, comparison of a range of options
- Concentration required for checking documents, analysing statistics and writing reports
- Ability to prioritise multiple interdependent tasks
- Plan and organise broad range of complex activities
Person Specification
Qualifications & Training
Essential
- Minimum 3 GCSEs at Grade C or above, including English Language and Mathematics
- NVQ Level 3 in business administration
Experience
Essential
- Competent in the use of word processing, internet and Microsoft office packages - Word, Excel, PowerPoint, OneNote
- Experience of communicating with people across all levels.
- Providing a full service to meetings, including minute/accurate note taking.
Desirable
- Experience of working within a PMO function.
- Experience of working with Microsoft Project
- Experience of the construction environment
- Experience of E-Procurement
Skills Knowledge & Abilities
Essential
- High standard of verbal and written communication skills, able to generate own correspondence and reports
- Ability to work under pressure and meet deadlines and to prioritise/organise workload.
- Desire to undertake relevant courses
- Keyboard skills / prolonged use of VDU
- Use of Microsoft suite of Office tools
- Ability to occasionally work out-side normal office hours
- Ability to work flexibly out of multiple locations
- Excellent analytical and problem solving skills
- Excellent communication skills and the ability to negotiate, influence and facilitate effective interactions with key stakeholders and suppliers
- Ability to communicate project issues to a wide range of internal and external staff, guiding them to a certain course of action
- Good judgement necessary to choose the best provider from a range of options. oHandle highly complex facts or situations requiring analysis, interpretation, comparison of a range of options
- Concentration required for checking documents, analysing statistics and writing reports
- Ability to prioritise multiple interdependent tasks
- Plan and organise broad range of complex activities
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.
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).
Additional information
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.
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).
