Gloucestershire Hospitals NHS Foundation Trust

Project Support Officer - Band 4

This job is now closed

Job summary

This role will contribute to the smooth running of the Digital Transformation team by providing co-ordination and administrative services.

The postholder will provide a highly comprehensive and confidential support to the team, ensuring effective communication on confidential matters on a day to day basis with a number of different parties, both internal and external to DPS

The Project Support Officer (PSO) will arrange and organise a programme of meetings to support all team matters, which may also include in diary co-ordination, prepare agendas, amendment and formatting of reports, data checking, and accurately recording actions and decisions.

The PSO(s) will play an important role within Digital Transformation at a time when the Trust is undergoing a major transformation, this exciting opportunity will include excellent in-house training, and the postholder will get close up experience of how we deliver projects to the Trust. External training towards Project Management will also be available for candidates who excel and wish to pursue careers within Programme and Project Management.

Main duties of the job

o Dealing with team central incoming email box and using their initiative to deal with these appropriately.

o Acting as a point of contact and passing on relevant information to appropriate team members sensitively and autonomously

o Managing the electronic diary for the department, including arranging and changing appointments, prioritising these as appropriate

o Maintaining the teams website page to ensure that it is kept up to date

o Ensure that all project and programme documentation is shared and accessible across the team

o Engage with key stakeholders and staff were necessary to ensuring all project plans, actions, risk logs and trackers are kept up to date

o Undertake the storing, configuration and management of electronic data

o Undertaking administrative duties to support the Project Managers

o Maintaining up-to-date distribution and contact lists

o Scheduling and arranging meetings, preparing agendas and recording actions and decisions

o Organizing and planning Digital Transformation team events

o Managing 'Small Projects' (under supervision)

Note: The job description and person specification are an outline of the tasks, responsibilities and outcomes required of the role. The job holder will carry out any other duties as may reasonably be required by their line manager. The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the Department and the Organisation.

About us

Gloucestershire Hospitals NHS Foundation Trust is the largest employer in the county and with over 8,000 staff, we are one of the largest NHS trusts in the UK. We offer a generous annual leave allowance, excellent bank rates, access to the excellent NHS Pension Scheme, discounts for local shops, restaurants and services, access to our health and well-being hub, access to our two on-site nurseries, flexible working options, discounted public transport, reward and recognition schemes, exercise and activity classes and membership to our popular hospital choir.

Date posted

31 July 2023

Pay scheme

Agenda for change

Band

Band 4

Salary

£25,147 to £27,596 a year pa

Contract

Permanent

Working pattern

Full-time

Reference number

318-23-R11731

Job locations

Victoria Warehouse The Docks

Gloucester

GL1 2EL

Job description

Job responsibilities

DIMENSIONS

Provide a competent and effective standard of support to the Digital Transformation team to ensure the smooth running of programmes and projects.

Communicate effectively with a range of people on a variety of project matters across multiple organisations and with people at Board Level.

Maintain a library of project files and outputs including strict version control and utilising protocols for change control of documentation.

Coordinate the progress reporting and the management and arrangement of meetings to number of strategic projects and programmes

Ensure effective communication between project teams and partner organisations acting as the first point of contact for enquiries from end users.

KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED

Word processing and text processing RSA Stage III or equivalent experience / ability

Ability to create and update spreadsheets and databases

Ability to pick up new skills including specialised IT systems and project management tools

Proven organisational skills with the ability to prioritise workload and work to deadlines.

Ability to plan and organize complex activities or programmes

Good communication and social skills with a good command and understanding of English, punctuation and grammar

Ability to communicate information even in evolving projects when messages may change

Ability to work flexibly within a team, quickly and accurately

Ability to use own judgment, initiative and identify and advise on own training needs

Motivated and innovated, taking the lead on service improvement and new ways of working/delivering targets

KEY RESULT AREAS

Assist the Programme and Project managers with the development and preparation of project plans

To update plans and project documentation as required and/or directed by the Programme / Project Manager

Assist in the updates and maintenance of the project Risk & Issue (RAID) logs

To communicate national or project related standards and policy documents/communiqus to relevant members of the project team

To represent the project and its issues to other stakeholder groups as required at all stages of project development

Undertake project audits or surveys as required, including undertaking initial analysis of results

To maintain project files and documentation, including the correct protocols for change control, versions and distribution of new copies/versions as appropriate

Develop project policies and protocols and maintain a filing system/library of project outputs, including versions, updates, change control information and dependencies, where required.

To effectively manage the Teams diaries, organise meetings and location and distribute agendas/papers

Demonstrate office systems to new starters and provide project training when required

Undertake any other appropriate duties, commensurate with the role as required at the request of the line manager.

COMMUNICATIONS AND WORKING RELATIONSHIPS

Project & Programme Managers

Project & Programme Boards

Work stream Leads

Senior Responsible Officers (SROs)

Executive Directors (Project Sponsors)

Clinicians

Operational Managers

GENERAL

Fully participate in the Trusts appraisal system review and personal development planning process on an annual basis

Undertake training as necessary in line with the development of the post and as agreed with line manager as part of the personal development planning process

Achieve and demonstrate agreed standards of personal and professional development within agreed timescales

Contribute positively to the effectiveness and efficiency of the teams in which he/she works

Contribute to a healthy and safe working environment by adhering to health and safety regulations and Trust policies

PHYSICAL EFFORT AND WORKING CONDITIONS

Use of Visual Display Unit (VDU) on a daily basis

Concentration required for working with complex project documents, writing reports and analysing information

Occasional need to deal with sensitive and confidential information

The work pattern may be unpredictable due to interruptions by telephone and face to face contact

Priorities can change during the day