Job summary
An exciting opportunity has arisen for a Band 5 Project Support Officer Oral Health to work for Beyond: The Cheshire and Merseyside (C&M) Children and Young People's(CYP) Transformation Programme hosted by Alder Hey Children's NHS Foundation Trust.
The appointed candidate will be passionate about improving health and care outcomes for children, young people, and their families.
The Beyond Programme is jointly funded by NHSE and the Cheshire and Merseyside Health and Care Partnership (HCP). The Programme currently has seven workstreams which are underpinned by a focus on addressing health inequalities and integrated working.
- Emotional wellbeing and Mental Health wellbeing of CYP
- Healthy Weight and obesity
- Asthma and Respiratory Health
- Learning disabilities, difficulties and autism
- Epilepsy
- Diabetes
- Oral Health
Main duties of the job
The role will provide professional administrative management of the Beyond Programme, with respect to the organisation and administration of workstreams that comprise the programme portfolio and the development and implementation of such frameworks for new programmes. Accountable to the Programme Manager, the post holder will be required to work closely with, and in support of, the Project Team and Programme stakeholders, Finance managers, Business Intelligence, Communications Team, HR representatives and clinical leaders. This role will be required to ensure the maintenance of the Programme Workstreams, whilst ensuring that programme activities are well co-ordinated, closely monitored and accurately reported. The post holder will also provide day to day administrational support to the Programme team including the Programme Director.
The primary purpose of this key role is to support the team in the successful delivery of the Beyond Programme. This post is a fixed term opportunity for 12 months and secondments will be available for this post.
About us
Our values:
- We pride ourselves on the quality of our care, going the extra mile to make Alder hey a safe and special place for children and their families.
- We are committed to continually improving for the benefit of our patients.
- We are open and honest and engage everyone we meet with a smile.
- We show that we value every individual for who they are and their contribution.
- We work across the Alder Hey community in teams that are built on friendship, dedication, care and reassurance.
Job description
Job responsibilities
Main Duties and Responsibilities
- Have awareness of programme and project management methodologies (e.g. Managing Successful Programmes (MSP) and Projects Run In a Controlled Environment (PRiNCE 2)
- Assist on specific projects on a day-to-day basis and will be expected to exercise initiative in performing this role, understanding the requirements and goals
- Provide administrative support and guidance to the Programme to assist with the successful planning, design, execution, monitoring, controlling and closure of projects within the programme
- Take ownership of administration of Programme Board and Programme Assurance Group; including forward planning, dissemination of papers (agenda, action log and minutes), noting of apologies, and minute taking during meeting
- Set up and administer face-to-face or online meetings, ensure agendas have been set, meeting documents are collated and distributed, take minutes and manage actions logs supporting the completion of actions in a timely manner.
- Lead the diary management requirements of the team including the Programme Director.
- Undertake any other administrative tasks as specified by the Programme Manager or Programme Director
- Managing their own workload, prioritising tasks and taking full responsibility for working independently and flexibly as part of the team
- Line management responsibilities of the Programme Support Officer
Communication
Act as the first point of contact for the Programme, ensuring timely responses and effective communication with stakeholders
- Maintain and analyse stakeholder database
- Effective communication of complex information with internal and external stakeholders, responding to requests for information relating to programme performance and ensuring accurate, timely dissemination of programme information
- Develop and support effective communication within the team and liaise with key stakeholders to maintain information flow, and to help maintain an effective working team and programme delivery
- Persuades stakeholders of the importance of the project including linking with external staff
- Take ownership of central inbox, responding to enquiries in a timely manner
- Support the Programme Support Officer in their role
Analytical Skills
- Skills for investigating a variety of issues and proposing solutions
- Manage and respond to complex enquiries from Stakeholders, escalating to Programme Manager where required
Planning and Organising Skills
- Manage and coordinate the effective operation of the Programme Workstreams with regard to administration, minute taking, infrastructure, planning, delivery and resources
- Organisation of events including selection of venue, provision of materials, administrative support, coordination of delegates
- Co-ordination of multi-disciplinary meetings relevant to specific project or Programme Director
- Maintain and organise Programme computer filing system
Physical Skills
- Keyboard/typing skills
- Advanced use of IT packages MS Teams, Microsoft Word, Microsoft Excel
Responsibility for Policy/Service Development
- Working with the Project/Programme Manager, identify quantifiable opportunities to improve programme management delivery and productivity, and support the development and implementation of associated project plans.
- Contribute to the development of programme and project management skills and related competencies within the organisation.
- Development and maintenance of standard operating procedures/policies across the Programme, including process mapping.
Responsibility for Financial and Physical Resources
- To raise requisitions when requested on NEP system and work alongside Procurement to ensure timely payment of invoices
- Maintain close working relationships with providers to support timely invoicing
- In collaboration with the Programme, ensure that sufficient financial reporting is being applied to any additional project management resources required to support project delivery.
Responsibility for Human Resources
- Line management/day to day supervision of Project Support Officer
- Development of induction programme for new starters
- Train new members of staff on database and filing system
- Manage recruitment process through Trac on behalf of Programme Manager
- Maintain Programme secondment database, and work with Programme Manager to proactively manage this
- Act as point of liaison with HR for Programme leadership secondments
Responsibility for Information Resources
- Supporting the use of the Trust risk management system being correctly applied and utilised to identify, categorise, mitigate and manage any risks arising from the work of the programme.
- Manage, maintain and develop computer filing system
- Uses a range of IT programmes to create reports
Responsibility for Research and Development
- Contribute to a culture of continuous improvement
- To be an exemplar of positive action and advocacy for the programme.
Freedom to Act
- Work is managed rather than supervised on a day to day basis
- Work on own initiative and display a high level of autonomy within role
Physical Effort
- Light physical effort
- Combination of sitting/standing/walking
- Frequent light effort for several short periods
Mental Effort
- Frequent concentration required for checking accuracy of documents and minutes
- Work pattern unpredictable due to busy nature of the role
Emotional Effort
- Exposure to distressing circumstances is rare
Working Conditions
- Office conditions
- May be required to travel across Cheshire and Merseyside using own vehicle or public transport
Job description
Job responsibilities
Main Duties and Responsibilities
- Have awareness of programme and project management methodologies (e.g. Managing Successful Programmes (MSP) and Projects Run In a Controlled Environment (PRiNCE 2)
- Assist on specific projects on a day-to-day basis and will be expected to exercise initiative in performing this role, understanding the requirements and goals
- Provide administrative support and guidance to the Programme to assist with the successful planning, design, execution, monitoring, controlling and closure of projects within the programme
- Take ownership of administration of Programme Board and Programme Assurance Group; including forward planning, dissemination of papers (agenda, action log and minutes), noting of apologies, and minute taking during meeting
- Set up and administer face-to-face or online meetings, ensure agendas have been set, meeting documents are collated and distributed, take minutes and manage actions logs supporting the completion of actions in a timely manner.
- Lead the diary management requirements of the team including the Programme Director.
- Undertake any other administrative tasks as specified by the Programme Manager or Programme Director
- Managing their own workload, prioritising tasks and taking full responsibility for working independently and flexibly as part of the team
- Line management responsibilities of the Programme Support Officer
Communication
Act as the first point of contact for the Programme, ensuring timely responses and effective communication with stakeholders
- Maintain and analyse stakeholder database
- Effective communication of complex information with internal and external stakeholders, responding to requests for information relating to programme performance and ensuring accurate, timely dissemination of programme information
- Develop and support effective communication within the team and liaise with key stakeholders to maintain information flow, and to help maintain an effective working team and programme delivery
- Persuades stakeholders of the importance of the project including linking with external staff
- Take ownership of central inbox, responding to enquiries in a timely manner
- Support the Programme Support Officer in their role
Analytical Skills
- Skills for investigating a variety of issues and proposing solutions
- Manage and respond to complex enquiries from Stakeholders, escalating to Programme Manager where required
Planning and Organising Skills
- Manage and coordinate the effective operation of the Programme Workstreams with regard to administration, minute taking, infrastructure, planning, delivery and resources
- Organisation of events including selection of venue, provision of materials, administrative support, coordination of delegates
- Co-ordination of multi-disciplinary meetings relevant to specific project or Programme Director
- Maintain and organise Programme computer filing system
Physical Skills
- Keyboard/typing skills
- Advanced use of IT packages MS Teams, Microsoft Word, Microsoft Excel
Responsibility for Policy/Service Development
- Working with the Project/Programme Manager, identify quantifiable opportunities to improve programme management delivery and productivity, and support the development and implementation of associated project plans.
- Contribute to the development of programme and project management skills and related competencies within the organisation.
- Development and maintenance of standard operating procedures/policies across the Programme, including process mapping.
Responsibility for Financial and Physical Resources
- To raise requisitions when requested on NEP system and work alongside Procurement to ensure timely payment of invoices
- Maintain close working relationships with providers to support timely invoicing
- In collaboration with the Programme, ensure that sufficient financial reporting is being applied to any additional project management resources required to support project delivery.
Responsibility for Human Resources
- Line management/day to day supervision of Project Support Officer
- Development of induction programme for new starters
- Train new members of staff on database and filing system
- Manage recruitment process through Trac on behalf of Programme Manager
- Maintain Programme secondment database, and work with Programme Manager to proactively manage this
- Act as point of liaison with HR for Programme leadership secondments
Responsibility for Information Resources
- Supporting the use of the Trust risk management system being correctly applied and utilised to identify, categorise, mitigate and manage any risks arising from the work of the programme.
- Manage, maintain and develop computer filing system
- Uses a range of IT programmes to create reports
Responsibility for Research and Development
- Contribute to a culture of continuous improvement
- To be an exemplar of positive action and advocacy for the programme.
Freedom to Act
- Work is managed rather than supervised on a day to day basis
- Work on own initiative and display a high level of autonomy within role
Physical Effort
- Light physical effort
- Combination of sitting/standing/walking
- Frequent light effort for several short periods
Mental Effort
- Frequent concentration required for checking accuracy of documents and minutes
- Work pattern unpredictable due to busy nature of the role
Emotional Effort
- Exposure to distressing circumstances is rare
Working Conditions
- Office conditions
- May be required to travel across Cheshire and Merseyside using own vehicle or public transport
Person Specification
Education and Training
Essential
- Educated to degree level or equivalent experience
- IT Skills
Desirable
- Recognised Project Management Qualification or demonstrable equivalent experience
- Minute taking course
Experience
Essential
- Proven experience of working in an administrative role, including maintaining office system
- Experience in developing effective administrative systems and processes
- Experience of arranging meetings and taking minutes
- Extensive knowledge of Microsoft Office e.g. Outlook, Powerpoint, Excel
- Financial systems and administration
Desirable
- Experience of working within the NHS
- Management knowledge or equivalent experience
- Demonstratable experience in dealing with the public and dealing with sensitive and complex information
Knowledge
Essential
- Excellent interpersonal and verbal communication skills
- Strong administrative skills, with ability to organise own workload to meet tight deadlines
- Excellent standards of written documentation
Desirable
- Developed knowledge of relevant current issues in health and social care
- Knowledge and experience of a formal project management methodology
- Strong stakeholder management
- Ability to analyse information and present it in a clear and concise way
- Problem solving skills and ability to respond to sudden unexpected demands
Skills
Essential
- Excellent verbal and written communication skills
- Ability to work on own initiative
- Ability to development effective interpersonal relationships with both colleagues and stakeholders
- Ability to prioritise own workload and work to defined timescales
- High degree of attention to detail
Person Specification
Education and Training
Essential
- Educated to degree level or equivalent experience
- IT Skills
Desirable
- Recognised Project Management Qualification or demonstrable equivalent experience
- Minute taking course
Experience
Essential
- Proven experience of working in an administrative role, including maintaining office system
- Experience in developing effective administrative systems and processes
- Experience of arranging meetings and taking minutes
- Extensive knowledge of Microsoft Office e.g. Outlook, Powerpoint, Excel
- Financial systems and administration
Desirable
- Experience of working within the NHS
- Management knowledge or equivalent experience
- Demonstratable experience in dealing with the public and dealing with sensitive and complex information
Knowledge
Essential
- Excellent interpersonal and verbal communication skills
- Strong administrative skills, with ability to organise own workload to meet tight deadlines
- Excellent standards of written documentation
Desirable
- Developed knowledge of relevant current issues in health and social care
- Knowledge and experience of a formal project management methodology
- Strong stakeholder management
- Ability to analyse information and present it in a clear and concise way
- Problem solving skills and ability to respond to sudden unexpected demands
Skills
Essential
- Excellent verbal and written communication skills
- Ability to work on own initiative
- Ability to development effective interpersonal relationships with both colleagues and stakeholders
- Ability to prioritise own workload and work to defined timescales
- High degree of attention to detail
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).
