Project Support Officer

Job description

Job responsibilities

DUTIES AND RESPONSIBILITIES

Responsibility for Physical and Financial Resources and General Administration

Monitor the use of resources within the SSCN Team and highlight areas of concern to the Programme Manager.

Ensure the effective use of all financial resources and act as the main requisitioner.

Ensure that all requirements for procurement and schemes of delegation are adhered to as stated in local standing financial instructions.

Support the running of meeting by developing and distributing agendas, board papers, relevant documentation, meeting minutes, action logs, project governance documentation, and project logs, as set by the Programme Manager.

Be responsible for producing letters, reports, and presentations that may contain technical, medical, or financial terminology, as well as tables, graphs, and diagrams. This may require establishing or updating databases, researching and collecting information, and displaying the information in an informative, easy to understand manner.

Act as administrative assistant to the Radiotherapy SSCN, taking responsibility for all administrative activities required (e.g. arranging meetings, room bookings); in doing so develop strong cross-network relationships e.g. liaising with administrators/PAs to secure diary time.

Programme Management Support

Support the delivery of relevant projects within the Radiotherapy SSCN as requested to by the Programme Manager.

Undertake short- and long-term planning to support programme governance; may lead and support improvement initiatives where required.

Support the Programme of work in all administrative duties in the delivery of projects, including the management of changing demands and pressures that may impact project delivery.

Develop and maintain project documentation, including project logs, risk registers, action logs, board papers, workplans, annual reports, and local and national reports.

Produce clear visual materials for use in both internal and external reports, briefings, workshops, and meetings when required.

Produce and present information in a clear and concise manner at both local and regional meetings.

Communication and Leadership

Be a point of contact for the SSCN, dealing with verbal and written enquiries and correspondence in an effective, courteous, and timely manner.

Assist Programme Manager to present complex, sensitive, and contentious information at a range of levels.

Support the development and dissemination of formal reports to relevant Board Meetings.

Influence and align others towards a common purpose to empower and inspire people to achieve project success, enabling the project to proceed in an environment of change.

Regularly collect, analyse, present, and disseminate quantitative and qualitative data as required. This may include the use of questionnaires, interviews, and focus groups.

Planning and Organising

Planning of long-term deliverables on a number of interdependent activities, regularly monitoring and adjusting plans as required.

Co-ordinate the preparation of submissions to Programme Board Meetings, National and Local reports, and project working groups.

Be responsible for compiling work together from a range of stakeholders and sources to create SSCN documentation, including regular reports, presentations, minutes, project logs, and risk/issue registers.

Research, Development and Audit/Data

Regular development and collation of information to enable audit and monitoring of performance against relevant service specifications.

Identify and proactively support the management of individual risk and issue events and overall project risks across the portfolio of projects.

Active management of the internal and external inter-dependencies across programmes and/or projects.

Freedom to Act

Work autonomously prioritising own workload.

Encourage self and others to take responsibility for making decisive decisions to move projects forward.

Proactively engage with wider organisational context (beyond the SSCN) and identifies opportunities to take action and make improvements.

Work to local and national policies and procedures.

Other Duties

Maintain confidentiality and integrity at all times.

Adhere to all Christie policies.

Maintain a flexible approach to work in order to meet required targets.

Undertake any other duties that may be required which are consistent with the grade and responsibility of the post-holder.

Person Specification

Qualifications

Essential

• oLevel 4 qualification (e.g. higher apprenticeship / NWQ / L4 diploma / award / certificate)
• oWillingness to undertake additional training and qualifications for the role as required

Desirable

• oRelevant degree level qualification plus post graduate qualification, or equivalent experience
• oImprovement methodology qualifications

Experience

Essential

• oExperience in working within a project management office/transformation team environment supporting the delivery of a portfolio of projects
• oExperience of managing multiple priorities and meeting deadlines
• oExperience of writing complex reports for a wide range of audiences
• oExperience of planning and management using a structured project management methodology
• oExperience of working collaboratively to deliver successful outcomes
• oHighly self-motivated with high work standards
• oPrevious experience of working in the NHS, particularly within roles that cross organisational boundaries

Desirable

• oDemonstrable Service Improvement experience
• oTraining in and experience of utilising improvement techniques

Skills

Essential

• oAbility to set own priorities with guidance and to work under own initiative
• oProject planning, implementation and control gained through experience using formal project planning tools and recognised project management methodology
• oGood oral, written, presentation, and negotiation skills
• oWell-developed time management skills with an ability to deliver to multiple and conflicting deadlines
• oGood negotiating and influencing skills, ability to communicate with impact and be able to convince through personal credibility
• oAbility to record and report accurate minutes at relevant meetings
• oAbility to organise multiple diaries with minimal intervention from management

Desirable

• oGood understanding of improvement techniques

Knowledge

Essential

• oExtensive IT knowledge across a range of areas including Microsoft Office
• oIn particular, the post-holder must be comfortable in using Excel and PowerPoint
• oKnowledge of risk and issue management processes and utilising these to ensure that all dependencies and the risks that these may pose to the project/programme are minimized

Desirable

• oKnowledge of clinical processes and NHS administration procedures
• oUnderstanding of the NHS its structure and governance
• oKnowledge and experience of developing and implementing policies and procedures

VALUES

Essential

• oAbility to demonstrate the organisational values and behaviours

OTHER

Essential

• oAbility to think creatively with excellent problem solving skills
• oOrganised and logical approach to work and high level attention to detail, able present complex information in a clear and logical manner
• oCommitment to improving services for staff and patients
• oExcellent communicator with strong negotiation and facilitation skills and the ability to influence and effect change at both a clinical and managerial level

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.

Employer details

Employer name

The Christie NHS FT

Address

Strategy - E00460

550 Wilmslow Road

Manchester

M20 4BX

Employer's website

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