Job summary
Are you highly motivated and keen to provide
administrative support to a South East region pilot project? If so, an
opportunity exists with us supporting the Hydration Project team in the role of
Hydration Project Administrator. You will have a keen interest in project work
and the ability to coordinate tasks and activities. This will include
activities such as planning and organising project meetings and engagement
events, taking minutes and fulfilling other administrative tasks.
You will be working as part of a team
undertaking a hydration quality improvement project focusing on improving the
hydration status of people over 65 years old who live in their own home within
three South East Region Integrated Care Boards (Surrey, Sussex and Frimley).
Main duties of the job
As the Hydration Project Administrator for
the Hydration Project Team, the post holder will play a key role in supporting
the team to enable achievement of the aims of the project.
You will be experienced in supporting and
maintaining administration, tracking and communications systems and be able to
contribute to monitoring and evaluating the quality improvement systems used in
the project.
You will be an excellent communicator who can
deal with day-to-day enquires and able to ensure that information is kept up to
date and accessible to Hydration Project Team and key stakeholders.
Your normal place of work will either be at a
dedicated Trust site once a project office is confirmed or remotely. You may be required to sometimes travel to
any of the other locations of the Trusts/ ICBs for ad hoc project
administrative requirements.
About us
NHS Sussex ICB ambition is to create an inclusive working
environment which reflects our commitment to celebrate and promote diversity
for all groups. We are particularly under-represented in staff from Black,
Asian, and Minority Ethnic (BAME) and disabled communities and actively
encourage and welcome applications from these communities. Furthermore, we welcome applications from
reservists and ex-armed forces as we recognise the benefits of the values,
skills, training, and experience that they bring to their work with us.
We encourage all applicants to share their equality
information with us confidentially during the application process so that we
can statistically monitor how fair and equitable our recruitment process is and
how well we are reaching applicants from diverse communities and identify where
we need to improve. This information is
removed before shortlisting.
We celebrate diversity and promote equal opportunities; we
are committed to challenging and eliminating racism and other forms of
discrimination and advancing and promoting equality of opportunity in the
provision of services and creating an inclusive environment for all employees.
We are committed to enabling team members to
work in an agile and flexible way. We empower our people to work where, when, and how they
choose with minimum constraints to support their wellbeing to sustain good work
life balance and to optimise performance and delivery.
Job description
Job responsibilities
- Overall responsibility of maintaining project administration and providing project specific support
- To arrange and attend regular meetings with internal and external stakeholders.
- Taking minutes of meetings, collating data, and entering them onto relevant systems, distributing according to agreed standards
- To ensure high standards of presentation in all documents written and prepared for distribution within the organisation and externally.
- To work with other team members to produce materials and support training sessions for all staff as and when required.
- To maintain effective information flow across the management/delivery teams and locations and liaise with staff, learners, advisors and partners about key project deliverables and communications
- To develop and maintain template forms and documents and ensure they are available on a centrally located system (both manual and computerised) to ensure that information is kept securely meeting the requirements of the project.
- To collect, collate and maintain project-related documentation as activities take place, including participant files and forms, attendance records and other records relating to the project.
- To update and re-format learning materials for distribution to participants on our projects and use web-based methods of providing supporting information to them.
- To communicate complex or sensitive information effectively to a wide range of internal and external stakeholders (verbal, written and numerical) relating to the Hydration Project.
Job description
Job responsibilities
- Overall responsibility of maintaining project administration and providing project specific support
- To arrange and attend regular meetings with internal and external stakeholders.
- Taking minutes of meetings, collating data, and entering them onto relevant systems, distributing according to agreed standards
- To ensure high standards of presentation in all documents written and prepared for distribution within the organisation and externally.
- To work with other team members to produce materials and support training sessions for all staff as and when required.
- To maintain effective information flow across the management/delivery teams and locations and liaise with staff, learners, advisors and partners about key project deliverables and communications
- To develop and maintain template forms and documents and ensure they are available on a centrally located system (both manual and computerised) to ensure that information is kept securely meeting the requirements of the project.
- To collect, collate and maintain project-related documentation as activities take place, including participant files and forms, attendance records and other records relating to the project.
- To update and re-format learning materials for distribution to participants on our projects and use web-based methods of providing supporting information to them.
- To communicate complex or sensitive information effectively to a wide range of internal and external stakeholders (verbal, written and numerical) relating to the Hydration Project.
Person Specification
Qualifications
Essential
- - Educated to NVQ/RSA Diploma level 3 in a relevant subject or equivalent level of education or evidence of experience equivalent to level of qualification.
- - Intermediate knowledge of IT systems and software programmes such as Outlook, Word, Excel, Powerpoint and Access.
- - Evidence of Continuing Professional Development
Experience
Essential
- - Experience of delivering a wide range of administration tasks to a high standard in a patient/service focused environment, including initiating and maintaining office systems
- - Demonstrable experience in dealing with the public and dealing with sensitive and confidential information
- - Ability to act on own initiative and independently within policies and procedures, referring to manager as required.
- - Strong organisational skills able to deliver agreed objectives within an agreed timeframe.
- - Understanding of Confidentiality and General Data Protection Regulations
Desirable
- - Knowledge of NHS issues, policy and procedures
Skills and Knowledge
Essential
- - Intermediate knowledge of IT systems and software programmes such as Outlook, Word, Excel, PowerPoint and Access.
- - Ability to work without supervision. Able to work on own initiative, organising and prioritising own and others workloads to changing and often tight deadlines
- - Ability to work under pressure in a busy working environment and able to multi-task
- - Effective team working
- - Minute taking
Person Specification
Qualifications
Essential
- - Educated to NVQ/RSA Diploma level 3 in a relevant subject or equivalent level of education or evidence of experience equivalent to level of qualification.
- - Intermediate knowledge of IT systems and software programmes such as Outlook, Word, Excel, Powerpoint and Access.
- - Evidence of Continuing Professional Development
Experience
Essential
- - Experience of delivering a wide range of administration tasks to a high standard in a patient/service focused environment, including initiating and maintaining office systems
- - Demonstrable experience in dealing with the public and dealing with sensitive and confidential information
- - Ability to act on own initiative and independently within policies and procedures, referring to manager as required.
- - Strong organisational skills able to deliver agreed objectives within an agreed timeframe.
- - Understanding of Confidentiality and General Data Protection Regulations
Desirable
- - Knowledge of NHS issues, policy and procedures
Skills and Knowledge
Essential
- - Intermediate knowledge of IT systems and software programmes such as Outlook, Word, Excel, PowerPoint and Access.
- - Ability to work without supervision. Able to work on own initiative, organising and prioritising own and others workloads to changing and often tight deadlines
- - Ability to work under pressure in a busy working environment and able to multi-task
- - Effective team working
- - Minute taking
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.
