Working as part of OneLSC the post holder will provide a comprehensive administrative and secretarial service to the Digital Projects Team and ensure the effective organisation of commitments across the full range of duties. This will involve liaising as appropriate with multi‑disciplinary teams across the Fylde Coast to arrange meetings and to ensure that documentation and minutes are correctly filed and distributed. This support will provide continuity of standards across all projects. The post holder will develop and maintain a knowledge base for all aspects of project management and act as a central source of expertise in specialist support tools.
Responsibilities
* Provide comprehensive administrative support to the Digital Programme Team, including administering Trust and cross‑organisation groups, liaising with members and preparing and circulating agendas, committee papers, and taking minutes.
* Arrange meetings and other ad‑hoc events, book venues, arrange catering where necessary and distribute supporting papers in a timely manner.
* Demonstrate comprehensive skills and knowledge in relation to software programmes, through practical experience and secretarial qualifications.
* Produce minutes and arrange for follow‑up actions to be completed as a result of meetings; organise, action and type correspondence from dictation, audio or copy.
* In consultation with the Digital Programme Team, design, implement and deliver effective communication processes and plans for individual projects so that all relevant staff understand the projects and their responsibilities.
* Collate and analyse the individual project highlight and checkpoint reports provided by Project Managers, updating the overall project reports/plans.
* Organise and prepare documents, spreadsheets and presentations relating to meetings attended by and/or chaired by the Digital Programme Director or other members of the Digital Programme Team.
* Ensure flexibility in managing and prioritising own workload, acknowledging the unpredictability of operations pressures in a patient‑centred acute hospital setting, which may lead to frequent variations in tasks.
* Answer all correspondence within the post holder's knowledge and competency and, with minimal supervision, action and forward information received in the department.
* Undertake audits and surveys as required to assist in the implementation of new systems.
* Update the individual project Risk Registers and Issue Logs as risks and issues are identified by members of the relevant Project Team, ensuring that all risks and issues for the project are owned at the appropriate level.
* Compile, copy and distribute all project management products.
* Develop and maintain up‑to‑date project material for posting on the intranet.
* Develop and maintain appropriate presentations for the Projects team for presentation to key stakeholders.
* Liaise appropriately and effectively with internal and external customers and suppliers with regard to the various projects.
* Keep up to date with developments within Informatics at both local and national level.
* Ensure optimal use of administrative tools and facilities across projects.
* Use IT packages such as MS Visio, MS Project and Macromedia to create reports and undertake system training as required, enabling go‑live support for new system implementations.
* Assist the Programme Team with the administrative support for the implementation of new systems throughout the Trust.
* Assist with recruitment of new staff and arrange induction programmes and system access requirements, where necessary, for new staff within the Programme Department.
* Ensure confidentiality of information and compliance with the Data Protection Act.
* Undertake any other duties as deemed appropriate by the Digital Programme Director.
* Participate in appraisal and a yearly performance review; identify own professional development needs to the Digital Programme Director and keep up to date with developments.
Essential Criteria
* Relevant degree or equivalent experience (e.g. health service, facilitation or information).
* Substantial administration experience in a busy and demanding environment.
* Experience of working in a Project Management and/or administrative environment.
* PRINCE2 Project Management qualification, or willingness to work towards the qualification.
Desirable Criteria
* Experience working with PRINCE2 Project Management documentation.
* NHS experience within an Informatics‑based role.
* Experience working with IT systems service suppliers and adept at using Microsoft Office products (Word, Excel, PowerPoint and Outlook).
* Good understanding of both electronic and manual filing systems and experience of developing both.
* Ability to analyse complex information (project, financial and technical) from a variety of sources and provide summary reports.
* Ability to liaise appropriately with multi‑disciplinary staff at all levels.
* Knowledge and understanding of the National Programme for IT.
* Ability to operate effectively within a complex multi‑professional organisation and health community.
* Experience of Project Management.
* Experience and ability to use MS Project or a similar tool.
Equality and Diversity
The Trust is an equal opportunities employer, committed to improving the working lives of our staff and operates a 'Zero Tolerance' policy to aggression, violence, bullying and harassment. We aim to employ a workforce that reflects the diverse communities we serve. We welcome applications from everyone irrespective of ethnic origin, gender, age, gender identity, sexual orientation, religion, marital status, disability or social background, and we especially welcome applications from members of our black, Asian and minority ethnic (BAME) communities.
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