Business and Project Support Officer

Job description

Job responsibilities

Communication and Relationship Skills

• Communicate complex, sensitive information with a range of internal stakeholders in the NPN, NHS organisations and externally

• Work with peers to negotiate diaries and ensure meetings are organised as agreed

• Communicate professionally and effectively at all times, in a timely manner

• Ensure diplomacy, empathy and confidentiality in relation to children, young people and their families.

• Attend and contribute to team meetings as required

• Maintain communication channels for all groups and boards where appropriate

• Management of team inbox and calendars

• Support to the Networks clinical leadership team

• Support the production and management of stakeholder lists, action logs, and minute taking where appropriate and follow up agreed actions with relevant stakeholders Producing and maintaining documentation which must be precise, accurate and produced in a timely manner and distributed to all relevant parties

• Providing feedback to stakeholders, undertaking tasks to resolve issues where appropriate and follows up outstanding issues to ensure speedy resolution

• Communication of NMDT requests and outcomes to appropriate stakeholders in a timely and accurate manner

• Supporting with the documentation of submissions, amendments and outputs for the National MDT and ensuring that documentation is kept and updates in an organised and accurate manner.

Knowledge, Training and Experience

• Knowledge of all relevant organisational policies and procedures

Analytical and Judgemental Skills

• Dealing with complex enquiries from range of internal and external stakeholders

• Proposing solutions and investigation into a range of conflicting priorities

• Typing of minutes of meetings, letters and other documents as required

• Work flexibly to ensure the needs of the NPN are met at all times

• Escalation of risks as appropriate to the programme manager and team

• Administration of National Multi-Disciplinary Team database, extracting key information points as required

• Support collection, analysis and management of service evaluation and data

Planning and organisational skills

• Co-ordination and facilitation of groups, boards, one off meetings and attendance at external meetings

• Support the development and preparation of agendas, papers, minutes and meeting documentation where appropriate

• Diary and administration support to the Chair and Clinical Director

• Co-ordination of room bookings, event management and travel requests

• Support to the National MDT process by driving forward the submission and output processes.

• Understand and contribute to any reporting processes required

• Supporting with the documentation of submissions, amendments and outputs for the National MDT and ensuring that documentation is kept and updates in an organised and accurate manner.

• Project support to Programme Manager, using range of project management tools such as risk register and project plans

• Prioritisation of own workload

Physical Skills

• Proficient with Microsoft Office packages and manipulating data

• Required to sit in a restricted position for prolonged periods whilst inputting data and typing.

• Required to have prolonged use of a VDU screen.

• The post holder may be required to handle and move heavy objects, such as case notes and stationery stores etc.

• The post holder may be required to pull, lift and carry case notes.

• The post holder will require advanced keyboard skills.

Patient/Client Care

• Minimal/incidental patient contact, providing non-clinical advice

Policy/Service Development

• Support the implementation and maintenance of policies and procedures across the National Provider Network

• Development of relevant administrative policies and procedures, ensuring continuous improvement

• Support to HR processes including recruitment, including the processing of personal data

• To be responsible for the general housekeeping of own work area, as well as departmental common areas, reporting any faulty or broken equipment and adhering to the Trust Risk Management Strategy.

• To comply with all Trust and local departmental policies and procedures.

• Undergo all statutory/mandatory training as and when required.

• To take reasonable care for the health and safety of oneself, as well as others.

• Adhere to Trust risk management policies to ensure a safe working environment.

• The post holder is required to comply with the Trust policies on infection prevention and control, bringing any deficiencies to the attention of the Line Manager.

Financial and Physical Resources

• Administration of end-to-end invoicing process including use of software to raise Purchase Orders

• To ensure all charitable donations received are dealt with in line with Trust policies

• Responsible for ensuring Trust equipment and resources are maintained, reporting any faulty equipment to the Estates Department

Human Resources

• Support to colleagues in relation to HR processes.

• Promote a working culture that improves quality and efficiency within the department.

• To support the management team with the identification of more efficient ways of working within area of responsibility.

• To comply with all Trust and department policies and procedure

• Undertake relevant training required to fulfil duties

Information Resources

• Manages and maintains computer-based filing systems for the network

• Following consultation, co-operate in the introduction of new technology and new working practices, in addition to those already in place as it may apply to the work of the administrative service.

• Undertake regular refresher training in information technology to ensure knowledge and skills are kept up to date.

• Ensure any other patient identifiable information (other than that stored on the Patient Administration System) is stored and used in line with the Trusts Information Governance Policy.

• When required, create, maintain and update databases specific to the specialty requirements.

Research and Audit

• The post holder may be required to undertake audits of their own workload, as well as that of the supporting team, in conjunction with the requirements of the management team, e.g. telephone audit.

• Update and maintain specialty specific databases for audit purposes as and when required.

Person Specification

Shortlisting

Essential

• Educated to degree level in relevant subject or equivalent level of experience of working at a similar level in specialist area
• Proficient in MS Office

Desirable

• Project Management Qualification
• Experience raising invoices and purchase orders

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.

Certificate of Sponsorship

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).

Employer details

Employer name

Alder Hey Children's NHS Foundation Trust

Address

Alder Hey Children's NHS FT

Liverpool

L14 5AB

Employer's website

https://alderhey.nhs.uk/ (Opens in a new tab)