Job summary
Are you an organised, pro-active individual looking for a new role to flex your skills? Then our Portfolio Management Software Administrator role may be for you.
Central to this role is the administration of the Portfolio Management Directorate software, used to support effective project management and reporting. You'll take ownership of this software, ensuring it can be used by all colleagues to meet business needs. You'll proactively manage tool access, while confidently providing user support to maximise tool usage and capability.
The post holder will take ownership of SharePoint for the Directorate, organising and creating files for maximum efficiency while offering team advice and support. This role requires a confident computer-user comfortable with the Microsoft package. You'll have regular contact with senior directorate managers and as such should be a confident and personable professional.
In return, the post holder can expect to join a fantastic team, where they'll gain insight into a potential career in project management, in an area that is committed to career development and creating opportunities for all.
What do we offer?
o 27 days leave (increasing with service) + 8 bank holidayso Flexible working (we are happy to discuss options)o Hybrid workingo Career developmento Active wellbeing and inclusion networkso Excellent pensiono NHS car lease schemeo Access to a wide range of benefits and high street discounts
Main duties of the job
- PPM Tool Administration: Take ownership of the PPM tool to ensure the Directorate can maximise its usage, ensuring users are correctly assigned and managed. The post holder will provide user support as well as monitoring system performance and troubleshooting issues when they arise. Beyond this, the post holder will keep up to date with the latest industry software developments that could benefit the platform. The post holder will be a true champion of the tool, advocating its usage and confidently communicating tool benefits.
- PMD SharePoint Document Management System Administration: Create and configure Sharepoint sites, libraries, lists, and document workflows to benefit the Directorate. Similar, to the PPM tool, the postholder will be responsible for managing permissions and access levels for users, ensuring appropriate levels of access to content and resources. The post holder will liaise with IT and / or system administrators to ensure effective management of Sharepoint, using these connections to troubleshoot issues when they arise.
About us
At the NHS Business Services Authority (NHSBSA) we deliver a range of essential national services to NHS organisations and contractors, patients and the public.
You may already be using some of our services. Do you have a prescription pre-payment certificate? Perhaps you found this vacancy through NHS Jobs? We're behind these, and much more.
Being one of the UK's Best Big Companies to work for, our values are to be Collaborative, Adventurous, Reliable and Energetic. We CARE about what we do and support each other in achieving our objectives.
Our people are at the heart of our organisation. We strive to ensure they feel trusted, valued and empowered. We're passionate about nurturing and developing people. When you join us, we want you to grow, and we offer many opportunities for you to do that.
We welcome applications from people of all backgrounds. With wellbeing and inclusion central to our ethos, our BAME, Disability and Neurodiversity, LGBTQ+, Armed Forces and Women's networks help our colleagues to be their authentic selves at work.
At the NHSBSA we value and respect the diversity of our colleagues and are committed to being a flexible employer. We are proud to offer flexible working opportunities. Whether you're interested in hybrid working, working from home, flexible hours or job sharing, apply today and we can discuss available options with you at the interview stage.
We are the NHS delivering for the NHS.
Job description
Job responsibilities
In this role, you are accountable for:
PPM Tool Administration
Responsible for ensuring the smooth operation and performance of the platform and providing technical support to users. Manage licensing usage and allocation. Creation and removal of user accounts and permissions and provide technical advice to users, as appropriate. Participate in the planning and implementation of new features and improvements to the platform. Support with communications/training to the Portfolio Management community when updates are made to the PPM tool Monitor system performance and troubleshoot any issues that arise. Work closely with portfolio business partners, project managers, project coordinators, business support officers to understand their requirements and ensure that the PPM tool, where possible, is configured to meet those needs. Escalate any developments requiring 3rd party involvement, seeking internal approval before raising the necessary tickets with the supplier. Ensure these are tracked through to implementation. Develop and maintain documentation on business processes, best practices and training materials. Stay up-to-date with industry developments and new technologies that could benefit the platform. Raise tickets with supplier for faults and ensure these are addressed in a timely manner. Attend periodic calls with supplier to discuss issues and developments. Acting as a change agent and advocate for adoption of the tool, and key features.
PMD SharePoint Document Management System Administration:
Create and configure SharePoint sites, libraries, lists, and document workflows within the business area. Manage permissions and access levels for users, ensuring appropriate levels of access to content and resources. Implement and enforce site policies, guidelines, and best practices to maintain consistency and security. Monitor site usage and performance and troubleshoot issues or escalate them to the appropriate support channels. Create and manage user accounts within the SharePoint site, including adding, modifying, and removing user access as per business requirements. Provide user support and training on SharePoint functionality and usage within the business area. Organize and structure content within SharePoint libraries and lists, ensuring easy navigation and retrieval of information. Collaborate with content owners to ensure accurate and up-to-date content is available on the site. Assist users in uploading, organizing, and managing content within the SharePoint site. Ensuring relevant meta-data is implemented to enable effective retrieval and filtering of results. Promote effective collaboration and knowledge sharing within the business area by facilitating discussions, promoting team sites, and encouraging best practices. Assist users in utilising SharePoint features such as document versioning, co-authoring, and alerts. Act as a liaison between the business area and IT or system administrators for communication and coordination of SharePoint-related matters. Collaborate with IT or system administrators to resolve user access or authentication issues. Maintain documentation on site configuration, user access, and system usage within the business area. Generate periodic reports on site usage, content growth, and user activity for management review.
Job description
Job responsibilities
In this role, you are accountable for:
PPM Tool Administration
Responsible for ensuring the smooth operation and performance of the platform and providing technical support to users. Manage licensing usage and allocation. Creation and removal of user accounts and permissions and provide technical advice to users, as appropriate. Participate in the planning and implementation of new features and improvements to the platform. Support with communications/training to the Portfolio Management community when updates are made to the PPM tool Monitor system performance and troubleshoot any issues that arise. Work closely with portfolio business partners, project managers, project coordinators, business support officers to understand their requirements and ensure that the PPM tool, where possible, is configured to meet those needs. Escalate any developments requiring 3rd party involvement, seeking internal approval before raising the necessary tickets with the supplier. Ensure these are tracked through to implementation. Develop and maintain documentation on business processes, best practices and training materials. Stay up-to-date with industry developments and new technologies that could benefit the platform. Raise tickets with supplier for faults and ensure these are addressed in a timely manner. Attend periodic calls with supplier to discuss issues and developments. Acting as a change agent and advocate for adoption of the tool, and key features.
PMD SharePoint Document Management System Administration:
Create and configure SharePoint sites, libraries, lists, and document workflows within the business area. Manage permissions and access levels for users, ensuring appropriate levels of access to content and resources. Implement and enforce site policies, guidelines, and best practices to maintain consistency and security. Monitor site usage and performance and troubleshoot issues or escalate them to the appropriate support channels. Create and manage user accounts within the SharePoint site, including adding, modifying, and removing user access as per business requirements. Provide user support and training on SharePoint functionality and usage within the business area. Organize and structure content within SharePoint libraries and lists, ensuring easy navigation and retrieval of information. Collaborate with content owners to ensure accurate and up-to-date content is available on the site. Assist users in uploading, organizing, and managing content within the SharePoint site. Ensuring relevant meta-data is implemented to enable effective retrieval and filtering of results. Promote effective collaboration and knowledge sharing within the business area by facilitating discussions, promoting team sites, and encouraging best practices. Assist users in utilising SharePoint features such as document versioning, co-authoring, and alerts. Act as a liaison between the business area and IT or system administrators for communication and coordination of SharePoint-related matters. Collaborate with IT or system administrators to resolve user access or authentication issues. Maintain documentation on site configuration, user access, and system usage within the business area. Generate periodic reports on site usage, content growth, and user activity for management review.
Person Specification
Personal Qualities, Knowledge and Skills
Essential
- Excellent communication and interpersonal skills at all levels
- Excellent computer literacy skills and experience including Microsoft Office package & SharePoint
- Able to work on own initiative and to continually prioritise workload
- Able to produce accurate work at a high volume whilst ensuring timely delivery
- Flexible approach to work
- Team worker, friendly
- Diligent, confidential, organised
- Eye for detail and accuracy
Desirable
- Ability to multi-task
- Ability to work to tight deadlines
Experience
Essential
- Relevant experience as a business administrator or related field
- Experience of providing software application administration and technical support
- Experience of working within deadlines in a pressurised environment
- Advanced user of M365 suite, specifically SharePoint
Desirable
- Supporting the coordination of recruitment and induction process
Qualifications
Essential
- NVQ level 3 or equivalent in business administration or a related field
Desirable
- Portfolio management and/or project management qualification e.g. P3O, PRINCE2 Foundation
Person Specification
Personal Qualities, Knowledge and Skills
Essential
- Excellent communication and interpersonal skills at all levels
- Excellent computer literacy skills and experience including Microsoft Office package & SharePoint
- Able to work on own initiative and to continually prioritise workload
- Able to produce accurate work at a high volume whilst ensuring timely delivery
- Flexible approach to work
- Team worker, friendly
- Diligent, confidential, organised
- Eye for detail and accuracy
Desirable
- Ability to multi-task
- Ability to work to tight deadlines
Experience
Essential
- Relevant experience as a business administrator or related field
- Experience of providing software application administration and technical support
- Experience of working within deadlines in a pressurised environment
- Advanced user of M365 suite, specifically SharePoint
Desirable
- Supporting the coordination of recruitment and induction process
Qualifications
Essential
- NVQ level 3 or equivalent in business administration or a related field
Desirable
- Portfolio management and/or project management qualification e.g. P3O, PRINCE2 Foundation
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
