Job summary
Are you ready for a new challenge and a development opportunity? Do you have particular interests in, or would like to learn more about, the NHS and project management? Do you have good administrative skills and enjoy working within a team and building relationships with a range of stakeholders? Then this is the role for you.
Our Programme Management Office (PMO) is the focal point of the Trust's project related activity and we are looking for an enthusiastic, self-motivated individual to join the team as our PMO Administrator.
Experience of working in a similar role and an awareness of mental health conditions would be desirable but not essential. More information can be found in the Job Description/Person Specification.
Main duties of the job
The successful applicant will provide professional and comprehensive administrative support to the PMO team and their project meetings, including the Trust Transformation Board which oversees initiatives to help us transform our services and deliver consistent high quality care.
As part of the role the PMO Administrator will be responsible for preparing agendas, taking minutes and appropriate follow up actions and responding to time sensitive and ad-hoc requests.
Key Skills:
Organisational skills
Problem solving skills
Ability to prioritise and use initiative
Excellent communication skills
Competent and sound use of Microsoft Office
About us
We are AWP (Avon and Wiltshire Mental Health Partnership NHS Trust):a diverse organisation with over 5,000 dedicated staff providing inpatient and community-based mental health care.
We provide services from a range of locations to approximately 1.8 million people living in Bath and North East Somerset (B&NES), Bristol, North Somerset, South Gloucestershire, Swindon, across the county of Wiltshire and in parts of Dorset.
Our outstanding people promote mental health and wellbeing. The expertise and resources within AWP are dedicated to a person-centred approach for those who use our services and for all employees. We recognise that happy and fulfilled employees give better care.
At AWP we actively encourage applicants from all backgrounds; we are particularly keen to encourage applications from people from Black, Asian and minority ethnic backgrounds, those with disabilities and from the LGBTQ+ community. We want people to bring their unique blend of experiences, backgrounds, perspectives and knowledge to AWP, as diversity makes us stronger.
Job description
Job responsibilities
1. To manage and co-ordinate the office, ensuring that PMO work is organised.
2. To organise meetings, conferences and seminars, booking venues, refreshments and speakers as necessary.
3. Develop and maintain electronic filing systems, setting up new files and working to ensure systems are tidy and up to date with materials achieved appropriately, and audit trails maintained.
4. To utilise skills in MS Office to set up spreadsheets and Power Point presentations.
5. To provide administrative support for meetings including preparing agendas, collating and distributing papers, accurately recording minutes and notes and following up actions.
6. To ensure systems are in place for gathering of performance monitoring information.
7. Respond to ad-hoc request effectively and in good time. Manage multiple tasks, whilst allowing for inevitable distractions.
8. To collate information in order to monitor achievement of targets, proactively chasing gaps in data provisions and providing statistics and reports through identified reporting lines.
9. To liaise with other departments and parts of the organisation, following up information and gathering data as needed.
10. Produce high quality word processed letters, reports and other documents as required.
11. To manage designated diaries ensuring calendars are kept up to date.
12. Manage and maintain PMO Intranet site.
13. To maintain departmental records for operational management purposes, including sickness and annual leave, on-call rotas etc.
14. Commitment to further development and training
FOR MORE DETAILS PLEASE SEE JD ATTCHED
Job description
Job responsibilities
1. To manage and co-ordinate the office, ensuring that PMO work is organised.
2. To organise meetings, conferences and seminars, booking venues, refreshments and speakers as necessary.
3. Develop and maintain electronic filing systems, setting up new files and working to ensure systems are tidy and up to date with materials achieved appropriately, and audit trails maintained.
4. To utilise skills in MS Office to set up spreadsheets and Power Point presentations.
5. To provide administrative support for meetings including preparing agendas, collating and distributing papers, accurately recording minutes and notes and following up actions.
6. To ensure systems are in place for gathering of performance monitoring information.
7. Respond to ad-hoc request effectively and in good time. Manage multiple tasks, whilst allowing for inevitable distractions.
8. To collate information in order to monitor achievement of targets, proactively chasing gaps in data provisions and providing statistics and reports through identified reporting lines.
9. To liaise with other departments and parts of the organisation, following up information and gathering data as needed.
10. Produce high quality word processed letters, reports and other documents as required.
11. To manage designated diaries ensuring calendars are kept up to date.
12. Manage and maintain PMO Intranet site.
13. To maintain departmental records for operational management purposes, including sickness and annual leave, on-call rotas etc.
14. Commitment to further development and training
FOR MORE DETAILS PLEASE SEE JD ATTCHED
Person Specification
Education and Qualification
Essential
- A Level / NVQ Level 3 Standard or equivalent / previous experience in an administrative role
- IT Skills to RSA3 / NVQ Level 3 or equivalent experience
- English and Maths GCSE or equivalent
Desirable
- Higher Education (Degree or equivalent)
- Advanced ECDL or equivalent IT knowledge
Experience and Knowledge
Essential
- Consolidated experience gained providing an administrative service
- Experience of working in a large, complex organisation, operating with organisational frameworks
- Substantial experience of using MS Office computer programmes including Excel, Word, Power Point and Outlook
- Experience gained taking and recording notes and / or minutes
- Experience of setting up filing and other systems
Desirable
- Experience of working for more than one person
- Knowledge of project management or information analysis
- Extensive knowledge of Microsoft Office applications
- Experience of working in a healthcare / office environment
- Knowledge of key NHS terminology
- Desire to develop in role as appropriate
Skills and Abilities
Essential
- Fast and accurate keyboard skills
- Proficient IT skills
- Excellent communication and interpersonal skills, with experience of dealing tactfully with people at all levels via telephone, online communications and face to face.
- Highly organised with results orientation and strong attention to detail, particularly in managing diary systems and tracing information.
- Ability to demonstrate a clear understanding of the principles of confidentiality
- Ability to demonstrate a non-judgmental approach to issues of mental well-being
- Sound numerical skills
- Ability to problem solve
- Excellent verbal and written English skills
- Flexible and adaptable to change
- Comfortable dealing with multiple tasks and deadlines include priority tasks with immediate deadlines from more than one manager
- Ability to use initiative and know when it is appropriate and when advice should be sought
Desirable
- Touch typing with high levels of typing speed
- Ability to draft and compile reports
- Data analysis and interpretation skills
Person Specification
Education and Qualification
Essential
- A Level / NVQ Level 3 Standard or equivalent / previous experience in an administrative role
- IT Skills to RSA3 / NVQ Level 3 or equivalent experience
- English and Maths GCSE or equivalent
Desirable
- Higher Education (Degree or equivalent)
- Advanced ECDL or equivalent IT knowledge
Experience and Knowledge
Essential
- Consolidated experience gained providing an administrative service
- Experience of working in a large, complex organisation, operating with organisational frameworks
- Substantial experience of using MS Office computer programmes including Excel, Word, Power Point and Outlook
- Experience gained taking and recording notes and / or minutes
- Experience of setting up filing and other systems
Desirable
- Experience of working for more than one person
- Knowledge of project management or information analysis
- Extensive knowledge of Microsoft Office applications
- Experience of working in a healthcare / office environment
- Knowledge of key NHS terminology
- Desire to develop in role as appropriate
Skills and Abilities
Essential
- Fast and accurate keyboard skills
- Proficient IT skills
- Excellent communication and interpersonal skills, with experience of dealing tactfully with people at all levels via telephone, online communications and face to face.
- Highly organised with results orientation and strong attention to detail, particularly in managing diary systems and tracing information.
- Ability to demonstrate a clear understanding of the principles of confidentiality
- Ability to demonstrate a non-judgmental approach to issues of mental well-being
- Sound numerical skills
- Ability to problem solve
- Excellent verbal and written English skills
- Flexible and adaptable to change
- Comfortable dealing with multiple tasks and deadlines include priority tasks with immediate deadlines from more than one manager
- Ability to use initiative and know when it is appropriate and when advice should be sought
Desirable
- Touch typing with high levels of typing speed
- Ability to draft and compile reports
- Data analysis and interpretation skills
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.
.png){kind=logo}
