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Project Administration Manager
Posting date: | 10 September 2024 |
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Salary: | £28,407.00 to £34,581.00 per year |
Additional salary information: | £28407.00 - £34581.00 a year |
Hours: | Full time |
Closing date: | 24 September 2024 |
Location: | Liverpool, L12 2AP |
Company: | NHS Jobs |
Job type: | Contract |
Job reference: | C9411-24-0499 |
Summary
The primary purpose of this key role is to support the team in the successful delivery of the Beyond Programme. This post is a fixed term opportunity for 12 months. Have awareness of programme and project management methodologies (e.g. Managing Successful Programmes (MSP) and Projects Run In a Controlled Environment (PRiNCE 2) Assist on specific projects on a day-to-day basis and will be expected to exercise initiative in performing this role, understanding the requirements and goals Provide administrative support and guidance to the Programme to assist with the successful planning, design, execution, monitoring, controlling and closure of projects within the programme Take ownership of administration of Programme Board and Programme Assurance Group; including forward planning, dissemination of papers (agenda, action log and minutes), noting of apologies, and minute taking during meeting Set up and administer face-to-face or online meetings, ensure agendas have been set, meeting documents are collated and distributed, take minutes and manage actions logs supporting the completion of actions in a timely manner. Lead the diary management requirements of the team including the Programme Director. Undertake any other administrative tasks as specified by the Programme Manager or Programme Director Managing their own workload, prioritising tasks and taking full responsibility for working independently and flexibly as part of the team Line management responsibilities of the Programme Support Officer Communication Act as the first point of contact for the Programme, ensuring timely responses and effective communication with stakeholders Maintain and analyse stakeholder database Effective communication of complex information with internal and external stakeholders, responding to requests for information relating to programme performance and ensuring accurate, timely dissemination of programme information Develop and support effective communication within the team and liaise with key stakeholders to maintain information flow, and to help maintain an effective working team and programme delivery Persuades stakeholders of the importance of the project including linking with external staff Take ownership of central inbox, responding to enquiries in a timely manner Support the Programme Support Officer in their role Analytical Skills Skills for investigating a variety of issues and proposing solutions Manage and respond to complex enquiries from Stakeholders, escalating to Programme Manager where required. Planning and Organising Skills Manage and coordinate the effective operation of the Programme Workstreams with regard to administration, minute taking, infrastructure, planning, delivery and resources Organisation of events including selection of venue, provision of materials, administrative support, coordination of delegates Co-ordination of multi-disciplinary meetings relevant to specific project or Programme Director Maintain and organise Programme computer filing system Physical Skills Keyboard/typing skills Advanced use of IT packages MS Teams, Microsoft Word, Microsoft Excel Responsibility for Policy/Service Development Working with the Project/Programme Manager, identify quantifiable opportunities to improve programme management delivery and productivity, and support the development and implementation of associated project plans. Contribute to the development of programme and project management skills and related competencies within the organisation. Development and maintenance of standard operating procedures/policies across the Programme, including process mapping. Responsibility for Financial and Physical Resources To raise requisitions when requested on NEP system and work alongside Procurement to ensure timely payment of invoices Maintain close working relationships with providers to support timely invoicing In collaboration with the Programme, ensure that sufficient financial reporting is being applied to any additional project management resources required to support project delivery. Responsibility for Human Resources Line management/day to day supervision of Project Support Officer Development of induction programme for new starters Train new members of staff on database and filing system Manage recruitment process through Trac on behalf of Programme Manager Maintain Programme secondment database, and work with Programme Manager to proactively manage this Act as point of liaison with HR for Programme leadership secondments Responsibility for Information Resources Supporting the use of the Trust risk management system being correctly applied and utilised to identify, categorise, mitigate and manage any risks arising from the work of the programme. Manage, maintain and develop computer filing system Uses a range of IT programmes to create reports Responsibility for Research and Development Contribute to a culture of continuous improvement To be an exemplar of positive action and advocacy for the programme. Freedom to Act Work is managed rather than supervised on a day to day basis Work on own initiative and display a high level of autonomy within role Physical Effort Light physical effort Combination of sitting/standing/walking Frequent light effort for several short periods Mental Effort Frequent concentration required for checking accuracy of documents and minutes Work pattern unpredictable due to busy nature of the role Emotional Effort Exposure to distressing circumstances is rare Working Conditions Office conditions May be required to travel across Cheshire and Merseyside using own vehicle or public transport Working within the Beyond CYP Transformation team, providing a reliable and confident service , ensuring your work is accurate, on time and clearly communicated. Key attributes and experience required include: Helpful, open and friendly attitude Keen to learn and develop skill base Able to work flexible hours Present a positive image of the Trust Significant experience working as PA at a senior level NHS experience Communication and Relationship Skills Excellent verbal and written communication Accurate typing skills Accurate minute taking Attention to detail Ability to cope under pressure High organisational skills Ability to work flexibly within a team environment Ability to deal with sensitive/confidential issues