Job summary
We are looking for a highly motivated and enthusiastic individual to provide and co-ordinate administrative and project support services ; including the preparation of agendas and minutes, taking appropriate follow-up actions as required. This will also include supporting the SHIP LMNS PMO team with the management of projects, working with the wider maternity teams, gathering information and undertaking enquires as necessary. The post holder will carry out any other duties as may be reasonably required by their line manager. The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the maternity agenda.
Main duties of the job
Provide and co-ordinate programme, project and administrative support services, including the preparation and distribution of agendas and papers for relevant meeting under the direction of the LMNS Project Manager in accordance with Terms of Reference, ICB policies, procedures and timescales.
Take and transcribe accurate minutes and actions of formal meetings in accordance with timescales within the Terms of Reference ensuring that all follow up action is taken and action and decision logs are completed accordingly.
Support the PMO with management of projects that deliver the Maternity Transformation Programme, gathering information and undertaking enquires as and when necessary, including supporting with the completion of all relevant documentation.
Receive, screen and distribute all incoming mail. Prepare draft responses as necessary, identifying appropriate action or referral. Initiate follow up action where required.
About us
We offer excellent employment opportunities to new and existing staff. We aim to be a model employer by embedding best HR practice and to support new ways of working.
We pride ourselves on offering good working conditions, job security, lifelong learning, fair pay and benefits, staff involvement and a balance between work and personal life.
We enjoy a forward thinking and innovative culture and our vision is to have healthy people, living healthy lives in healthy communities. We understand the only way to deliver this is to have the right people with the right skills.
Here is a summary of some of the benefits and services which are on offer to staff:
- 27 days paid minimum holiday and bank holiday entitlement
- NHS pension scheme
- Sick pay policy
- Occupational health services including staff counselling services
- Flexible working and family friendly policies
- Flexible retirement and retirement vouchers
- Health Service Discounts - offers for stores, travel, equipment etc.
Successful candidates will be subject to a six-month probationary period.
Job description
Job responsibilities
Create and maintain documents in the corporate style using electronic information systems such as email, electronic diaries, internet, Word, Excel, PowerPoint, SharePoint and MS Teams.
Act of a point of contact for the LMNS and PMO dealing and responding effectively with complex queries from stakeholders and passing on relevant information to the appropriate team members.
Arrange routine and ad-hoc meetings, seminars, workshops and presentations, attending in a support capacity as required.
Maintain LMNS electronic filing systems, PMO standard operating procedures and PMO documentation.
Required to input, monitor and check data produced and required for on-going programmes and projects.
Working with PMO and Workstream Leads in the collection of information for progress and performance reporting.
Undertaking administrative duties such as preparation for meetings/events.
Organising and planning events as necessary and supporting the creation and cascade of relevant information and materials.
Participating in maternity events, arranging meetings and workshops.
Supporting the SHIP LMNS PMO in project management policies and procedures.
Provide administrative support to the SHIP LMNS by the organisation and preparation of board meetings, this would include attending as a team member and record notes, minutes and actions.
Job description
Job responsibilities
Create and maintain documents in the corporate style using electronic information systems such as email, electronic diaries, internet, Word, Excel, PowerPoint, SharePoint and MS Teams.
Act of a point of contact for the LMNS and PMO dealing and responding effectively with complex queries from stakeholders and passing on relevant information to the appropriate team members.
Arrange routine and ad-hoc meetings, seminars, workshops and presentations, attending in a support capacity as required.
Maintain LMNS electronic filing systems, PMO standard operating procedures and PMO documentation.
Required to input, monitor and check data produced and required for on-going programmes and projects.
Working with PMO and Workstream Leads in the collection of information for progress and performance reporting.
Undertaking administrative duties such as preparation for meetings/events.
Organising and planning events as necessary and supporting the creation and cascade of relevant information and materials.
Participating in maternity events, arranging meetings and workshops.
Supporting the SHIP LMNS PMO in project management policies and procedures.
Provide administrative support to the SHIP LMNS by the organisation and preparation of board meetings, this would include attending as a team member and record notes, minutes and actions.
Person Specification
Education and Qualifications
Essential
- oGCSE English and Mathematics (or equivalent/Functional skills) oBe qualified to NVQ 3 level or equivalent experience
Desirable
- oProject or programme management qualification
Knowledge
Essential
- oKnowledge of a full range of administrative and organisational policies and procedures, acquired through knowledge, training and relevant experience. oGood working knowledge of all Microsoft Packages (Word, Excel, Access, Powerpoint) oKnowledge of data processing and manipulation. oGood working knowledge of email and internet
Desirable
- oKnowledge of the NHS oKnowledge of the TRUST including the range of services provided
Experience
Essential
- oExperience of working with routine and urgent work in an administration and secretarial capacity usually gained through previous experience (minimum 12 months) oExperience of handling issues that are sensitive and confidential. oExperience of developing and maintaining office systems including electronic and physical filing systems. oExperience of taking minutes of meetings oExperience of using Internet & Email oPrevious experience of working in a project or programme environment
Desirable
- oPrevious experience of working in the NHS or similar environment
Skills & Attributes
Essential
- oExcellent interpersonal and communication skills oAbility to organise and prioritise own workload oAble to communicate in a professional manner with people at all levels (including telephone contact) oAbility to produce accurate, well presented documents to a high standard with a quick turn-around. oAbility to record key points accurately from post or telephone messages and act on own initiative in alerting appropriate team members to respond. oThe ability to manipulate data and provide information in an appropriate format for use in reports. oPersonally competent to a high standard in Windows software such as Microsoft Word, Excel, Access, PowerPoint and also E-mail, and web browsing software. oTo act as an effective member of a team, supporting other members where appropriate and contributing fully to the work of the department. oAble to work under pressure and to tight deadlines. Use of initiative and ability to work unsupervised in a constantly changing environment. oUnderstanding of confidentiality issues and the use of discretion oAdvanced keyboard and graphics skills are required in order produce a range of documents to a standard suitable for publication oGood time keeping with ability to work flexibly and travel across Hampshire and Isle of Wight (driving licence required).
Person Specification
Education and Qualifications
Essential
- oGCSE English and Mathematics (or equivalent/Functional skills) oBe qualified to NVQ 3 level or equivalent experience
Desirable
- oProject or programme management qualification
Knowledge
Essential
- oKnowledge of a full range of administrative and organisational policies and procedures, acquired through knowledge, training and relevant experience. oGood working knowledge of all Microsoft Packages (Word, Excel, Access, Powerpoint) oKnowledge of data processing and manipulation. oGood working knowledge of email and internet
Desirable
- oKnowledge of the NHS oKnowledge of the TRUST including the range of services provided
Experience
Essential
- oExperience of working with routine and urgent work in an administration and secretarial capacity usually gained through previous experience (minimum 12 months) oExperience of handling issues that are sensitive and confidential. oExperience of developing and maintaining office systems including electronic and physical filing systems. oExperience of taking minutes of meetings oExperience of using Internet & Email oPrevious experience of working in a project or programme environment
Desirable
- oPrevious experience of working in the NHS or similar environment
Skills & Attributes
Essential
- oExcellent interpersonal and communication skills oAbility to organise and prioritise own workload oAble to communicate in a professional manner with people at all levels (including telephone contact) oAbility to produce accurate, well presented documents to a high standard with a quick turn-around. oAbility to record key points accurately from post or telephone messages and act on own initiative in alerting appropriate team members to respond. oThe ability to manipulate data and provide information in an appropriate format for use in reports. oPersonally competent to a high standard in Windows software such as Microsoft Word, Excel, Access, PowerPoint and also E-mail, and web browsing software. oTo act as an effective member of a team, supporting other members where appropriate and contributing fully to the work of the department. oAble to work under pressure and to tight deadlines. Use of initiative and ability to work unsupervised in a constantly changing environment. oUnderstanding of confidentiality issues and the use of discretion oAdvanced keyboard and graphics skills are required in order produce a range of documents to a standard suitable for publication oGood time keeping with ability to work flexibly and travel across Hampshire and Isle of Wight (driving licence required).
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.