Job Overview
Project Support Officer role at Central and North West London NHS Foundation Trust (CNWL). The Business Intelligence (BI) Project Support Officer will play a key role in supporting the delivery of projects within the BI Department. This dynamic position involves providing high‑quality administrative and coordination support to ensure the smooth running of departmental operations and successful implementation of key initiatives.
Working closely with the Project Manager and colleagues across the Trust, you will act as a central point of contact, organising meetings, managing information flows, and ensuring effective communication with stakeholders. This is an exciting opportunity to contribute to projects that drive data‑driven decision‑making and improve services across CNWL.
Note: We reserve the right to close this vacancy early should we receive a sufficient number of applications.
Key Responsibilities
* Monitor and update the departmental Project Tracker
* Support the implementation and roll‑out of the BI Department Communications Plan
* Coordinate and arrange Trust‑wide networking and training events
* Assist with operational processes for new requests and issue resolution
* Organise, facilitate and minute project meetings, including Senior Management Team (SMT) sessions
* Draft project‑related correspondence and materials
* Manage stakeholder communications effectively and respond to queries in a timely manner
* Produce and distribute accurate meeting minutes
Additional Responsibilities
* Support the Director, Assistant Director of Performance, Information & Business Intelligence in coordinating project delivery resources.
* Assist the Project Manager and Senior Team with high‑level oversight of departmental projects and programmes, including designing and maintaining a project tracker and review process.
* Collate and manage project documentation (e.g., plans, risk logs, issue logs), ensuring accurate filing and timely distribution.
* Act as a first point of contact for stakeholders, providing professional and responsive support, and signposting queries to the appropriate project workstream lead.
* Support the Project Manager in assessing stakeholder satisfaction and identifying areas for improvement.
* Provide high‑level secretarial support, including preparing agendas, drafting correspondence, taking accurate minutes, and distributing documents promptly.
* Organise meetings, training sessions and departmental events, including arranging refreshments where required.
* Coordinate scheduling for SMT meetings and liaise with staff across the Trust to ensure smooth arrangements.
* Assist with drafting and producing content for Trust‑wide announcements and liaise with the Communications Team.
* Support the delivery of Departmental communications, including maintaining Trustnet and SharePoint pages.
* Collate and summarise feedback from workshops and webinars to inform service improvements.
* Support the Project Manager to prepare reports and papers for the SMT, including monthly statistics on outstanding issues, FOIs, and other key performance metrics.
* Ensure accurate and timely updates to project trackers and departmental records.
* Work collaboratively with PAs and administrators across other directorates to share best practice and maintain consistency.
* Respond to queries professionally, exercising judgement and discretion, and escalating complex matters to SMT as appropriate.
* Prioritise workload effectively, managing competing demands and maintaining an organised structure.
* Be fully conversant with MS Project and other relevant software tools.
* Support with the local induction of new employees within the operational team.
* Participate in the Trust’s appraisal, supervision, and training programmes.
* Undertake necessary training to fulfil the objectives of the post and enhance personal development.
* Model CNWL values and champion the “More Time for Care” approach.
* Ensure compliance with confidentiality, governance, and health and safety requirements.
* Adhere to professional codes of conduct at all times.
* Be flexible to meet service needs and provide cover for all aspects of business and administrative work.
Benefits
* Comprehensive induction and ongoing training
* Professional supervision and support from an experienced team
* Opportunities for personal development in a vibrant, forward‑thinking environment
Education and Qualifications
* GCSE English and Maths Grade C and above, or equivalent qualification
* RSA 3 or NVQ 3, or equivalent secretarial experience or relevant qualification / experience
Previous Experience (Paid/Unpaid)
* Significant experience in an administration/secretarial post
* Experience of front‑line customer service work
Desirable Criteria
* Previous experience of working within the NHS or social care services
* Experience in communications, including minute taking, report writing and presentations
Skills and Knowledge
* Comprehensive working knowledge of Microsoft Office applications (Word, Excel, PowerPoint, Teams)
* Numerate and able to provide statistical data clearly and accurately
* Confidence to work on own initiative and to consult as needed
* Ability to work positively in a team and under pressure
* Understanding of confidentiality and the legislative framework around it
* Proficient email management and excellent communication skills (written and verbal)
* Ability to deal with complex and sensitive information
* Strong organisational ability across a wide range of tasks (e.g., diary management, record keeping, spreadsheet management)
* Ability to plan, prioritise workload and multitask, managing frequent interruptions and interventions
* Ability to learn new skills and adapt to change
Personal Attributes
* Strong customer and stakeholder focus
* Self‑belief and a resourceful, problem‑solving approach
* Self‑awareness of own strengths and limitations, and understanding of personal impact on others
* Enthusiastic and willing to learn, with a flexible and proactive attitude
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