Transformation Project Support Officer

Job description

Job responsibilities

The Project Support Officer (PSO) will provide a support service by:

1. Work closely with the transformation reporting function to manage reporting expectations and deadlines and guide members of the programme on requirements.

2. Work closely with a range of stakeholders to disseminate complex, sensitive or contentious information.

3. Lead on scheduling, administration and noting of a range of project meetings.

4. Establish and maintain positive interpersonal relationships with other staff members characterised by Trust, mutual respect, and open, honest communication.

5. Ensuring projects are sharply focused and essential communications with key stakeholders are actively managed.

6. Deputise on behalf of the Project Managers when appropriate.

7. The role will demand frequent face to face, written, verbal and electronic communications with a range of executive directors, senior managers, programme leads, finance managers and other key stakeholders.

8. Be able to recognise where outcomes are not optimum and communicate or escalate to project managers as appropriate.

9. Monitor benefits and RAIDs (Risks, Assumptions, Issues and Dependencies) and manage consolidation with the overall programme master logs.

10. Provide project support to project managers on preparing status reports, managing RAID logs and follow up on outstanding actions.

11. Assist the programme manager and projects leads on the development of Project Initiation Documents (PIDs) and other essential project documentation and collate information as necessary.

12. Provide a monitoring and control service and generate various reports to ensure programme information is effectively analysed, communicated, escalated and mitigated to minimise potential impacts.

13. Work closely with project managers to formulate robust project plans ensuring that contingency planning is considered to manage slippages.

14. In conjunction with the project managers, develop and update the programme plan ensuring all individual project plans are collaborated and that dependencies on the programme delivery are identified and monitored.

15. Monitor and track progress of milestones and programme plans and escalate any deviation and slippages from the baseline plan.

16. Participate in transformation team reporting function health check reviews and follow up actions with key stakeholders.

17. Responsible to assist project managers in preparing change request forms and liaising with the transformation team reporting functions to progress updates.

18. Responsible for the document management repository for the programme ensuring the standard conventions and version controls are put into practice and project documentation is stored electronically in an accessible, systematic and consistent manner in line with transformation team reporting function policy.

19. Manage email communication with the project managers and resolve queries on a day to day basis.

20. Responsible to submit key documentation and reports within a timely manner.

21. Provide administrative support to the programme and project managers including organising meetings and workshops, agenda preparation, paper collation and distribution.

22. Scribe at the programme and working groups, task and finish groups and coordinate follow up actions and circulate actions points and minutes.

23. Take positive action in all areas of work and ensure that the project managers are well versed with the course of action taken.

24. Liaise with project managers on submissions of reports and necessary of materials for working group meetings and RAIDs monitoring.

25. To feedback on improving the service provision and work of the transformation team.

Person Specification

Education/Qualification

Essential

• Educated to degree level or equivalent
• Prince 2 Foundation

Desirable

• PRINCE 2 Practitioner
• Management Successful Programmes (MSP) Foundation

Experience

Essential

• Experience of working in a Programme / Project Management Office or within a similar environment
• Previous Project Support within a large and complex NHS organisation and private sector
• Experience of reporting information and communicate to a range of staff
• Experience of noting meetings and circulation of clear and concise actions points and notes with specific timescales
• Ability to collate and disseminate complex information and deliver task to tight deadlines
• Proven experience of monitoring programme and projects in areas of planning, risks, issues, finance, resources, assumptions and dependencies
• Experience of drafting and developing communication messages
• Experience of engaging with organisation senior staff
• Ability to prepare Project Documentation and liaising with key stakeholders to obtain relevant information

Desirable

• Understanding of project management processes and lifecycle

Skills & Knowledge

Essential

• Programme and Project Management tools and techniques
• Intermediate / Advanced level IT Skills including Excel, Word
• PowerPoint and MS Project
• Excellent attention to detail, accuracy and consistency
• Strong relationship building skills and team working attitude
• Excellent interpersonal, planning and organisation skills with outstanding ability to prioritise and schedule workloads
• Listen to, understand and accurately interpret complex and detailed instructions and guidance given, and provide alternative solutions as necessary
• Ability to work under pressure and to prioritise accordingly
• Able to deliver within tight deadlines

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

Central London Community Health Trust

Address

Wembley Centre for Health and care

116 Chaplin Road,

Wembley

HA0 4UZ

Employer's website

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