Project Coordinator - Great Western Secure Data Environment

Job description

Job responsibilities

Plays a coordinating role within a project team, helping to ensure the efficient and organised execution of the project.

Assist the Project Manager and/or Programme Director by handling administrative tasks, managing documentation, coordinating resources, and facilitating communication, ultimately contributing to the successful completion of the project.

Responsible for maintaining project documentation, including project plans, schedules, meeting minutes, and reports. This may include NHSE monthly highlights reports and quarterly finance reports. They will ensure that documents are organised, up to date, and accessible to team members.

Assist the Project Manager and/or Programme Director in creating and managing project schedules, tracking deadlines, and coordinating meetings, workshops, and other project-related events. This includes sending out invitations, setting up conference calls or meetings, managing attendance and ensuring accessibility of meetings and/or documents, where required, in line with BNSSGs commitment to EDI.

To attend various SDE meetings such as; Admin, Management and Southern Consortium meetings.

Track tasks and action items, ensuring that team members complete their assignments on time. They may use project management software to maintain task lists and monitor progress.

Identifying/monitoring/communicating risks, escalating for action where appropriate.

Facilitate communication within the project team by distributing relevant information, updates, and announcements. They may also serve as a point of contact for team members and stakeholders, helping to ensure effective communication.

Act as a first point of contact for general project queries, managing shared mailboxes and signposting to the most appropriate contact, where required, to ensure effective, timely communication.

Assist in coordinating project resources, including personnel, equipment, and materials. They may work with the Project Manager to allocate resources effectively.

Documentation of best practices, processes, and lessons learned during the project to create a knowledge repository for future reference.

Provide administrative support to the Project Manager and team members, which may include arranging travel, processing expense reports, and handling other administrative tasks.

To be a source of advice on project management methodologies, tools and approaches.

Provide expert advice to develop robust and feasible project plans.

To work with commissioners to identify knowledge gaps in relation to local service priorities and identify service-relevant research.

To oversee specific projects, ensuring the application of rigorous project management techniques. This may involve the management of staff on temporary contracts.

To provide direct support to the projects Digital Critical Friends

Support teams to ensure that the portfolio of tasks/projects is planned, managed and delivered effectively.

Develop and maintain networks/links with relevant researchers, evaluators and academic institutions, building links between the commissioners, service delivery and researchers thus optimising research opportunities.

Produce reports and present findings to a range of audiences.

Support and inform the targeting of resources, monitoring, implementation and evaluation of the tasks/projects by providing high quality support including complex information and analysis, communications and stakeholder management.

The post holder will be responsible for line management and annual appraisal of the teams administrator. They will be required to provide Project Management cover in the absence of colleagues, and to offer general support to the team where required.

Be a key member of the team as well as supporting effective communication and stakeholder management, both internally and externally.

Communicate information, risks, issues and dependencies, including briefings and reports to Project teams, sponsors and a range of internal and external staff.

Monitor and tracking risks and issues tracking mechanism and its proactive resolution and escalation processes.

Contribute to the information management of performance, taking a lead for specific projects.

Provide coordination of and participate in relevant meetings, reporting attendance and providing information advice and support where requested.

Provides relevant and timely specialist advice and guidance on functional and information matters.

Deliver against organisational objectives, achieving quality outcomes, prioritising own workload and working to tight deadlines.

Support and inform teams on the targeting of resources, monitoring, implementing, evaluating and delivery of plans by providing sophisticated, high-quality information and analysis.

Provide specialist training, advice and support on own role/responsibilities where necessary.

Support training and induction of new staff.

Participate in the recruitment process of support staff.

Responsible for the development and maintenance of databases required for regular reports.

Actively supports and contributes to the development of key performance indicators for the successful assessment of performance.

Be aware of and have commitment to and actively promote the principles of Equality, Diversity and Inclusion. Comply with associated legislation and policies.

Communicate information, risks, issues and dependencies, including briefings and reports to Project teams, sponsors and a range of internal and external staff.

Be a key member of the team as well as supporting effective communication and stakeholder management, both internally and externally.

Supports to development of a culture that values diversity and promotes equality and inclusion.

Deliver against organisational objectives, achieving quality outcomes, prioritising own workload and working to tight deadlines.

Support teams to ensure that the portfolio of tasks/projects is planned, managed and delivered effectively

Support and inform teams on the targeting of resources, monitoring, implementing, evaluating and delivery of plans by providing sophisticated, high quality information and analysis.

Provide coordination of and participate in relevant meetings, reporting attendance and providing information advice and support where requested.

Person Specification

Knowledge, Training and Experience

Essential

• Educated to degree level in relevant subject or equivalent level of experience of working at a similar level with knowledge of project management methods and techniques.
• Further training or significant experience in project management, financial management or supporting change management processes.
• Experience and understanding of evaluating and measuring the performance of health services.
• Experience in communications and stakeholder management.
• Understanding of the new commissioning landscape the local NHS and the role of Integrated Care Boards and Health Innovation Networks.
• Experience of managing multiple projects concurrently
• A good understanding of the health and social care environment and roles and responsibilities within it.
• Experience in writing reports, grant applications and publications.
• Experience of working in a busy office environment/experience of office systems and procedures.
• Experience of communicating effectively with people at all levels of the organisation and with researchers, partners, clinicians, funders etc.
• Teaching, training or mentoring experience.

Desirable

• Comprehensive knowledge of project management and/or health information systems development.
• Workforce development knowledge and experience.
• Working knowledge of Microsoft Project ECDL.
• Previous experience in similar role in public sector.
• Experience of working within a research environment.
• Experience of line management.

Communication skills

Essential

• Clear communicator with excellent writing, report writing and presentation skills; capable of constructing and delivering clear ideas and concepts concisely and accurately for diverse audiences.
• Evidence of success in efficient and effective project and programme management.
• Skills for communication on complex matters and difficult situations, requiring persuasion and influence.
• Skills for nurturing key relationships and maintaining networks.

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

NHS Bristol, North Somerset and South Gloucestershire Integrated Care Board

Address

NHS Bristol, North Somerset & South Gloucestershire ICB

Floor 2, North Wing, 100 Temple Street

Bristol

BS1 6AG

Employer's website

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