Job summary
Are you organised and experienced in administration? Do you enjoy supporting teams and keeping things running smoothly? We're looking for a Project Administration Assistant to join our Portfolio Management Directorate. This is a great opportunity to support our projects contributing to NHS services, patients and the public.
About the role
Our Project Administration Assistants support the delivery of our change portfolio through a range of admin tasks that help project teams work efficiently.
You'll organise meetings, produce minutes, manage documents, update systems and work closely with Project and Programme Managers, following the NHSBSA's Project Management Framework.
Who we're looking for
We're looking for someone organised, confident with Microsoft Office tools and able to build strong working relationships.
You should have experience delivering quality admin support and be comfortable engaging with stakeholders at all levels. Experience in project environments is helpful, but not essential.
What do we offer?
- 27 days leave (increasing with length of service) plus 8 bank holidays
- Flexible working (we are happy to discuss options such as compressed hours)
- Flexi time
- Hybrid working model
- Career development
- Active wellbeing and inclusion networks
- Excellent pension
- NHS Car lease scheme
- Access to a wide range of benefits and high street discounts!
Main duties of the job
- Organise and support meetings, including scheduling, circulating papers, and producing accurate minutes and action logs.
- Maintain project registers (risks, issues, actions) and work with stakeholders to gather updates.
- Ensure project documents are stored, version controlled and accessible to the right people.
- Keep project management tools and trackers up to date with accurate data.
- Provide administrative support with logistics, travel bookings and purchase orders.
- Support quality assurance processes and help prepare documentation for project reviews.
About us
Here at the NHS Business Services Authority (NHSBSA), what we do matters.
We manage the NHS Pension scheme, process prescription payments and much more. Our services are used by NHS organisations, contractors and the public: we're proud to be part of something meaningful, that touches millions of lives.
We design our services around customer needs and place people at the heart of our organisation. That's why when you join us, you'll be empowered and supported to help your career grow.
As one of the UK's Best Big Companies to work for, we're connected to our values: Collaborative, Adventurous, Reliable and Energetic. We care about our people, our purpose, and your progress.
We strive to offer a fantastic colleague experience, where every colleague is heard, supported and respected. Wellbeing, diversity and inclusion is at the centre of this, and you can join our Lived Experience Networks who help us bring our authentic selves to work.
We're committed to being a flexible employer and we try to offer a working pattern that suits you where possible, through hybrid working, flexible hours and more.
Alongside a competitive salary with pay progression, we offer a people-centric benefits package, connecting you to the rewards and benefits you value most!
Ready to join us in delivering business service excellence to the NHS, helping people live longer, healthier lives? Apply today and see where the NHSBSA can take you.
We are people connected to care.
Job description
Job responsibilities
In this role, you are accountable for
Project Delivery: Work in accordance with the NHSBSA Project Management Framework, and both internal and external assurance frameworks as appropriate.
Monitoring and Reporting: Assist in maintaining project controls and in producing project reports. Maintain up-to-date data within the project and programme management tool.
Administration and Document Management: Assist with project file management using robust version control. Organise and provide secretariat support for key project meetings such as Project and Programme Boards; business case, risk and issue, benefit workshops including meeting set up, capturing outputs and any required follow-up. Circulate meeting packs and documents in advance of meetings. Circulate actions, decisions and minutes post meeting and update project registers.
Stakeholder Engagement and Communications: Work with stakeholders to gather updates against agreed actions, risks and issues.
Financial Control: Assist with administrative function for programme team, including travel bookings, expense claims and purchase orders. Ensure all expenditure is governed in accordance with NHSBSA Standing Financial Instructions and DHSC / Cabinet Office spend controls.
Risk and Issue Management: Assist with and maintain risk and issue logs, escalating as appropriate. Update project registers as required.
Quality and Assurance: Assist with the quality review process for project products. Assist with gathering the supporting documentation required for project gateway reviews.
Job description
Job responsibilities
In this role, you are accountable for
Project Delivery: Work in accordance with the NHSBSA Project Management Framework, and both internal and external assurance frameworks as appropriate.
Monitoring and Reporting: Assist in maintaining project controls and in producing project reports. Maintain up-to-date data within the project and programme management tool.
Administration and Document Management: Assist with project file management using robust version control. Organise and provide secretariat support for key project meetings such as Project and Programme Boards; business case, risk and issue, benefit workshops including meeting set up, capturing outputs and any required follow-up. Circulate meeting packs and documents in advance of meetings. Circulate actions, decisions and minutes post meeting and update project registers.
Stakeholder Engagement and Communications: Work with stakeholders to gather updates against agreed actions, risks and issues.
Financial Control: Assist with administrative function for programme team, including travel bookings, expense claims and purchase orders. Ensure all expenditure is governed in accordance with NHSBSA Standing Financial Instructions and DHSC / Cabinet Office spend controls.
Risk and Issue Management: Assist with and maintain risk and issue logs, escalating as appropriate. Update project registers as required.
Quality and Assurance: Assist with the quality review process for project products. Assist with gathering the supporting documentation required for project gateway reviews.
Person Specification
Personal Qualities, Knowledge and Skills
Essential
- Ability to build relationships with stakeholders and be a collaborative team player
- A proactive mindset and approach
- IT skills: MS Office 365 suite, MS Teams, MS Project, MS SharePoint etc
Desirable
- Evidence of proactive continued professional development
- Awareness of the fundamental project management processes (e.g., risk, budget and benefit management)
Experience
Essential
- Track record of providing high quality administrative support
- Experience of liaising and communicating with stakeholders at various levels
- Experience of working in an environment where adherence to standards needs to be met
Desirable
- Experience of working as part of a project team
- Experience of working within Agile / Waterfall / Hybrid Project Management methodologies
Qualifications
Essential
- Level 2 qualification in literacy and numeracy
Desirable
- Level 3 business administration or equivalent or relevant experience
- Specialist Project Management qualification e.g., APM Fundamentals, PRINCE2 Foundation
Person Specification
Personal Qualities, Knowledge and Skills
Essential
- Ability to build relationships with stakeholders and be a collaborative team player
- A proactive mindset and approach
- IT skills: MS Office 365 suite, MS Teams, MS Project, MS SharePoint etc
Desirable
- Evidence of proactive continued professional development
- Awareness of the fundamental project management processes (e.g., risk, budget and benefit management)
Experience
Essential
- Track record of providing high quality administrative support
- Experience of liaising and communicating with stakeholders at various levels
- Experience of working in an environment where adherence to standards needs to be met
Desirable
- Experience of working as part of a project team
- Experience of working within Agile / Waterfall / Hybrid Project Management methodologies
Qualifications
Essential
- Level 2 qualification in literacy and numeracy
Desirable
- Level 3 business administration or equivalent or relevant experience
- Specialist Project Management qualification e.g., APM Fundamentals, PRINCE2 Foundation
