Project Management Office Administrator

Job Summary

The NHS has embarked upon an ambitious modernisation programme with a key objective to improve its service to patients. This programme is underpinned by trust wide Information Technology projects and the eventual delivery of an integrated digital care record solution.

The Trust's commitment to national IT initiatives includes the implementation of a number of interim and long-term digital solutions. It is necessary to introduce new, or expand existing, digital solutions/systems into complex clinical environments which often span multiple organisational boundaries within the Trust.

Essential to the development of a team to support this is an enhanced Digital Project Management Office (PMO) responsible to maintain common project management standards, provide support in system usage and key documentation.

The post holder will be supporting the processes to enable the co-ordination of and support of multiple complex projects undertaken across the Trust.

Central One Devon EPR Programme PMO administrators will provide administrative support to the One Devon EPR Programme governance committees (Design Authorities, Advisory Groups etc) and ad-hoc administration support as required by the PMO coordinator, PMO Manager, Deputy Programme Director and Programme Director. They will provide logistics support by expediting meeting room, car parking and desk bookings for the Programme Senior Leadership team and support programme implementation and engagement events.

Main Duties of the Job

• Act as point of contact for Digital Projects Team
• Produce reports to support key Digital Project Governance meetings
• Maintain Library of Project Documentation
• Support key PMO processes
• Support Project Managers in the setting up and running of meetings, taking notes where required.
• Support the team's administrative requirements.

Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.

About Us

We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure.

PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100.

We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams.

It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.

Date Posted

05 November 2024

Pay Scheme

Agenda for change

Band

Band 3

Salary

£24,071 to £25,674 a year per annum

Contract

Fixed term

Duration

2 years

Working Pattern

Full-time

Reference Number

216-YM-A6736236

Job Locations

11 Research Way, Plymouth Science Park, Derriford, Plymouth, PL6 8BT

Job Description

Job Responsibilities

• The post holder will work alongside and support the Head of Digital PMO Service. This will necessitate the following:
• Support the project administration function on behalf of the PMO including the production of monthly reports on project progress, fielding project related queries and administering the initial project brief phase of new projects.
• Act as first point of contact for customers with project information requirements.
• Ensure that all new requests are reviewed and discussed by New Projects meeting and any decisions, required actions etc are communicated in a timely way.
• Quality check of the Trust level reports pre-publishing outside department, highlighting any issues to the project managers prior to publication so that they can be rectified.
• Organise, facilitate and support any project stakeholder events as requested by Project managers.
• Act as gatekeeper and distributor of the templates and process documentation.
• To assist in any workshops/provide project training support to project managers including delivering small elements of training to users.
• Support project closure processes:
• Work with project managers to ensure that project documentation is complete and documented in the project management system.
• Close project on project administration system.
• Recording/chasing follow on actions as outlined in the Project Closure Report.
• Lessons learnt facilitate best practice by maintaining lessons learnt log collated from project closure reports and project lessons learnt log.
• Support Head of Digital PMO Service in the review of project documentation as required. Work with Project Managers to ensure that risks and Issues are appropriately highlighted and escalated to the correct forum.
• Audit project administration processes to ensure a quality and improved service is provided and to contribute towards the continuous improvement of quality services.

Person Specification

Aptitude & Abilities

Essential

• A strong focus on customer service.
• A high level of IT skills including experience of working with Microsoft word, database and spreadsheet packages.
• Ability to prioritise and manage workload effectively.
• Excellent communication skills, written and verbal.
• Ability to work with a wide range of staff with diverse needs and backgrounds.
• Effective interpersonal skills.
• Ability to assist in the leading and motivation of a team as well as being an excellent team player.
• Attention to detail, accurate and a strong quality first approach.
• Good organisation and time management skills.

Desirable

• Effective influencing skills.
• Good presentational skills.
• Numerate and with experience of reporting and analysing.

Disposition/ Attitude/ Motivation

Essential

• Professional at all times and able to deal with customers at all levels.
• Flexible
• Enthusiastic and innovative.
• Determined.
• Credible facilitator.
• Able to cope under pressure.
• Team player, motivated to work in supportive, learning environment.
• Excellent organisational skills.
• Proactive, takes own initiative.

Other Factors

Essential

• May occasionally need to work outside of normal working hours.
• Flexible approach to work and the constantly changing IT environment within the Trust.

Knowledge and Experience

Essential

• Proven knowledge of administrative procedures and practices.
• Demonstrable experience of working within a project or similar working environment.
• Proven demonstrable experience in organising, prioritising and planning multiple tasks and associated workloads with the objective of meeting deadlines.
• Demonstrable experience in producing, storing and managing documentation.
• Proven demonstrable experience of implementing action plans to tight deadlines.
• Good working proven knowledge of: Microsoft Windows, Word, Outlook & PowerPoint.

Desirable

• Assisting with the implementation of new systems or working practices within working environments.
• Demonstrable experience in the use of Microsoft Project Server.
• Updating an administration database.

Qualifications

Essential

• NVQ Level 3 in Business and Administration or equivalent or
• Educated to A level standard or equivalent demonstrable experience, English Language & Maths qualification to GCSE Grade C or above.

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.

Certificate of Sponsorship

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.

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.

Employer Details

Employer Name: University Hospitals Plymouth NHS Trust

Address: 11 Research Way, Plymouth Science Park, Derriford, Plymouth, PL6 8BT

Employer's Website: University Hospitals Plymouth NHS Trust