Job summary
Advert may close once sufficient number of applications is reached
An exciting opportunity has arisen for a WTE Band 4 Project Support Officer to support the Head of Digital Programmes and team with the successful delivery of digital projects.
The post holder will work with the team in the development of future modules of TrakCare the Trust's EPR solution and associated projects.
Main duties of the job
The post holder will be required to use appropriate technologies and equipment to provide an efficient, effective, comprehensive and timely administrative service to the programme team and other associated senior staff. This will include the updating and the creation of project documentation in-line with PRINCE2 methodologies using Smartsheet. It is imperative that the post holder has an excellent attention for detail and can ensure all products are created to the high standard set by the team.
The post holder must be confident when communicating with stakeholders, management and staff groups using various communication methods. They will work closely with all stakeholders to ensure the efficient and effective use of the new system and any new/improved processes are being followed.
One key element of the post is to train staff on new technologies; the applicant must be able to quickly understand current working practices and convert them into process maps. It is desired that the post holder is experienced in the development of training materials and delivering training to users.
The post holder must be able to prioritise and to self-manage their workload and elements of the individual projects.
About us
South Tees Hospitals NHS Foundation Trust and North Tees and Hartlepool NHS Foundation Trust now form University Hospitals Tees and as such you may be required to work at any site across both Trusts.
At North Tees & Hartlepool NHS Foundation Trust our main priority is, and always will be, to provide safe and high quality care to our patients every day; the kind of care we would want for ourselves and our loved ones. We want our organisation to be the best place to work with the right staff, in the right roles, at the right time, to ensure we deliver exceptional patient care and experience.
We will support staff through providing an inclusive and supportive workplace with health and well-being initiatives, staff benefits and opportunities for personal and professional development. Staff recognition is very important to us; as well as performance reviews and appraisals, we recognise staff through Star and Team of the month, colleague recognition - a note of thanks, Managers Awards, Shining Stars and Service Awards.
We support the Making Every Contact Count approach to behaviour change in the promotion of health and wellbeing of individuals and communities.
We recruit for values and "Together we are North Tees & Hartlepool"
Job description
Job responsibilities
The post-holder will be expected to communicate and work effectively with all members of the Programme Team and associated staff, liaising with other departments and internal service users across the trust and external service users ensuring that a positive, professional business image is portrayed at all times.
The post holder will work with external suppliers as and when required during the procurement and the implementation of the project, this will include commercially sensitive information where discretion is paramount at all times.
The post holder will receive visitors and deal with telephone calls and queries in a manner that is consistent with Trust policies and procedures, whilst demonstrating effective communication skills and discretion, dealing with issues as they arise. If appropriate, taking accurate written messages and passing more complex queries to relevant staff members where required.
The post holder will be required to provide a high quality, professional, effective and efficient administrative service, meeting the high demands of the post, by being flexible and remaining calm and organised whilst ensuring deliverables on the project are met within given deadlines.
The project is a large transformational change project and the post holder will be required to assist in the promotion, development and implementation of standardised processes as agreed throughout the project, whilst ensuring service delivery is not compromised.
As first point of contact the post could be subject to disgruntled users from time to time and must be able to remain calm and professional at all times.
Be responsible for providing a comprehensive, high quality administrative support to the Programme Management Team and associated staff, following all relevant operational policies, procedures and work practices, to ensure the timely processing of all business related information. (KSF - all dimensions)
Use of appropriate technologies will be necessary to effectively manage the diaries of the Programme Management Team, making appointments, arranging meetings, interviews, etc and ensuring that they are aware of all diary commitments.
The post holder must be responsible for creating and maintaining action logs to ensure identified actions are completed in a timely manner.
They will be required to plan and manage work to deliver tasks required within the project plan to timescale, evaluating and developing own practice.
Ensure the promotion of a healthy, safe and secure working environment for the work team
Job description
Job responsibilities
The post-holder will be expected to communicate and work effectively with all members of the Programme Team and associated staff, liaising with other departments and internal service users across the trust and external service users ensuring that a positive, professional business image is portrayed at all times.
The post holder will work with external suppliers as and when required during the procurement and the implementation of the project, this will include commercially sensitive information where discretion is paramount at all times.
The post holder will receive visitors and deal with telephone calls and queries in a manner that is consistent with Trust policies and procedures, whilst demonstrating effective communication skills and discretion, dealing with issues as they arise. If appropriate, taking accurate written messages and passing more complex queries to relevant staff members where required.
The post holder will be required to provide a high quality, professional, effective and efficient administrative service, meeting the high demands of the post, by being flexible and remaining calm and organised whilst ensuring deliverables on the project are met within given deadlines.
The project is a large transformational change project and the post holder will be required to assist in the promotion, development and implementation of standardised processes as agreed throughout the project, whilst ensuring service delivery is not compromised.
As first point of contact the post could be subject to disgruntled users from time to time and must be able to remain calm and professional at all times.
Be responsible for providing a comprehensive, high quality administrative support to the Programme Management Team and associated staff, following all relevant operational policies, procedures and work practices, to ensure the timely processing of all business related information. (KSF - all dimensions)
Use of appropriate technologies will be necessary to effectively manage the diaries of the Programme Management Team, making appointments, arranging meetings, interviews, etc and ensuring that they are aware of all diary commitments.
The post holder must be responsible for creating and maintaining action logs to ensure identified actions are completed in a timely manner.
They will be required to plan and manage work to deliver tasks required within the project plan to timescale, evaluating and developing own practice.
Ensure the promotion of a healthy, safe and secure working environment for the work team
Person Specification
Qualifications
Essential
- NVQ at level 4 or above in Business Administration (or equivalent experience of working at this level)
Desirable
- ECDL modules 1-7
- PRINCE2 Foundation
Experience
Essential
- Experience of undertaking a wide range of administrative and secretarial duties using computerised systems
- Experience of providing high level support to senior managers in a corporate environment
- Experience of taking typing minutes from either own or others notes and/or Dictaphone
- Experience of taking typing minutes from either own or others notes and/or Dictaphone
- Experience of managing change and associated behaviours
- Experience of working within a project environment
- Experience of working in a PRINCE2 environment
- Advanced keyboard skills
Desirable
- Experience of creating training materials and delivering training
- Experience of creating testing materials and facilitating testing
- Experience of implementing systems for clinical usage
- Experience of working in projects from initiative through to implementation and post Go Live Support
Special Skills and Knowledge
Essential
- Demonstrate ability to pay good attention to detail, reliably check and record data , identify anomalies and be able to self-check completed work
- High level written/verbal/listening skills
- Ability to work to timescales set out in a project plan
- Proficient in the use of Microsoft Office applications (Word, Excel and Powerpoint)
- Ability to learn new software systems quickly
- Ability to investigate and analyse complex information
- Excellent organisational / time management skills and able to work under pressure to meet tight deadlines
- Ability to work on own initiative and also to work as part of a team
- Demonstrate willingness to contribute to the delivery of an effective and efficient administrative/secretarial service
Desirable
- Knowledge of using Microsoft Project, Visio & Adobe Captivate software
- Experience of facilitation/presentation
Disposition
Essential
- Demonstrate a professional, discreet, tactful and honest character
- Demonstrate a caring and sensitive nature
- Ability to remain calm under pressure
- Show a keenness to learn and to apply appropriate working practices
- Flexible and adaptable to change
- Self-motivated with the ability motivate and engage others
- Creativity
Desirable
- Influencing and negotiation skills
Person Specification
Qualifications
Essential
- NVQ at level 4 or above in Business Administration (or equivalent experience of working at this level)
Desirable
- ECDL modules 1-7
- PRINCE2 Foundation
Experience
Essential
- Experience of undertaking a wide range of administrative and secretarial duties using computerised systems
- Experience of providing high level support to senior managers in a corporate environment
- Experience of taking typing minutes from either own or others notes and/or Dictaphone
- Experience of taking typing minutes from either own or others notes and/or Dictaphone
- Experience of managing change and associated behaviours
- Experience of working within a project environment
- Experience of working in a PRINCE2 environment
- Advanced keyboard skills
Desirable
- Experience of creating training materials and delivering training
- Experience of creating testing materials and facilitating testing
- Experience of implementing systems for clinical usage
- Experience of working in projects from initiative through to implementation and post Go Live Support
Special Skills and Knowledge
Essential
- Demonstrate ability to pay good attention to detail, reliably check and record data , identify anomalies and be able to self-check completed work
- High level written/verbal/listening skills
- Ability to work to timescales set out in a project plan
- Proficient in the use of Microsoft Office applications (Word, Excel and Powerpoint)
- Ability to learn new software systems quickly
- Ability to investigate and analyse complex information
- Excellent organisational / time management skills and able to work under pressure to meet tight deadlines
- Ability to work on own initiative and also to work as part of a team
- Demonstrate willingness to contribute to the delivery of an effective and efficient administrative/secretarial service
Desirable
- Knowledge of using Microsoft Project, Visio & Adobe Captivate software
- Experience of facilitation/presentation
Disposition
Essential
- Demonstrate a professional, discreet, tactful and honest character
- Demonstrate a caring and sensitive nature
- Ability to remain calm under pressure
- Show a keenness to learn and to apply appropriate working practices
- Flexible and adaptable to change
- Self-motivated with the ability motivate and engage others
- Creativity
Desirable
- Influencing and negotiation 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.
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).
