Project Support Officer, Urgent and Emergency Care & System Flow

Job description

Job responsibilities

Organising, attending and minuting project meetings and other related CPG meetings as appropriate.

Organising, attending and helping to run work-shops as appropriate.

Maintaining project documentation including Project Plans, Highlight Reports, Risk and Issues Logs.

Completing project research as required.

Updating project budget spreadsheets as directed.

Typing up flipcharts and collating any relevant feedback.

Updating, monitoring and collating reports from Verto (online project management system).

Supporting any project evaluation work.

Any other project support as required.

Meetings and events

Organising and planning events, including service redesign and stakeholder sessions, booking venues, assembling equipment, organising/producing and distributing supporting information/material in a timely manner.

Supporting teams in project management and participating in department events.

Preparing agendas, taking minutes and distributing notes of meetings for Clinical Programme Groups and their sub groups.

Information and Finance

Inputting data required for projects within the team.

Working with all team members in the collection of information for performance reporting on relevant projects.

Supplying the relevant information required for financial management, supporting the team by checking and sending invoices for payment. Ordering stationery as required.

General Administration

Maintaining diaries and arranging meetings.

Undertaking administrative duties such as photocopying and mail-out distributions.

Acting as a point of contact for teams, dealing and responding effectively with complex queries from stakeholders and passing on relevant information to appropriate team members sensitively and autonomously.

Developing and maintaining effective electronic and paper filing systems, to ensure that information is kept securely and is accessible to other members of the team.

Providing administrative support to support a range of department initiatives.

Providing PA support as and when required to senior members of the team.

Other

• Running and collating reports which may include reports to the Clinical Programme Groups and supporting groups/management as required.
• Help pulling together presentations for various meetings.
• Working with relevant stakeholders including CPG Leads.
• To carry out other appropriate delegated duties as required.

Person Specification

Qualifications

Essential

• Educated to NVQ 3 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.
• Significant administrative experience including initiating and maintaining office systems.
• Experience in dealing with the public and dealing with sensitive and confidential information.
• Intermediate knowledge of IT systems and software programmes such as Outlook, Word, Excel, Powerpoint.
• Understanding of Confidentiality and Data Protection Act.
• Knowledge of NHS issues.
• Experience of working on projects.
• Ability to demonstrate how work contributes to the delivery of projects.
• Experience of organising and administering meetings including minute taking.
• Previous experience of working in the NHS.

Experience

Essential

• Clear communicator with excellent writing and data entry skills: capable of constructing and delivering clear information as directed by CPG leads and team members.
• Ability to work under pressure in a busy working environment and able to multi-task.
• Effective team working.
• Minute taking.
• Ability to pull together draft reports, data and letters.

Employer details

Employer name

NHS Gloucestershire Integrated Care Board

Address

Shire Hall

Westgate Street

Gloucester

Gloucestershire

GL1 2TG

Employer's website

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