Planning & Coordination Support Officer
The closing date is 19 May 2026
Are you looking for a role where you can help improve the health and wellbeing of local people? A role where you can use your knowledge, skills, and experience to support a team and its directors. If so, we have a fixed term vacancy that may be of interest.
We are looking for an experienced, adaptable individual to join our Strategy Transformation and Improvement team, to support the efficient and smooth running of the team and coordinate activity.
The Trust values of respect, integrity, excellence, and teamwork matter to our team and are fundamental in the way we work. We are a supportive, diverse, inclusive and hardworking team, passionate about providing better care for patients. We aspire to think and act differently in co‑designing the way care is delivered, to improve population health, reduce inequalities and proactively help patients manage their health and wellbeing.
This is an exciting opportunity for someone with the ability to work in a busy dynamic environment, who enjoys working with and supporting people. Ideally, they will have a blend of administration skills and experience and an awareness of projects and programmes.
Main duties of the job
To provide comprehensive and efficient administrative support to the Transformation Team including:
* Diary management, planning and organising key activities and meetings
* Monitoring of projects and budgets
* Providing project administration support to the transformation team
* Supporting the research and collating best practice and innovation
Job responsibilities
JOB PURPOSE
To provide comprehensive and efficient administrative support to the Transformation Team, including diary management, project monitoring, and research support as outlined above.
FREEDOM TO ACT
To work autonomously and flexibly under the general direction of the Business Development Manager and be responsible for implementing administrative processes to support key business functions for the directorate, using initiative and judgement with minimum supervision.
HOURS OF WORK
This is a full‑time fixed‑term post, although requests for flexible working will be considered.
MAIN DUTIES AND RESPONSIBILITIES
* Provide business management support to the transformation team, including diary management, planning and organising key activities
* Provide project administrative support to ensure the team’s portfolio of tasks and projects is planned, managed, and delivered effectively
* Prepare and distribute reports, minutes and agendas to deadlines
* Contribute to project plans, keeping them up to date and recording project risks accurately
* Arrange meetings, ensuring timely invites are sent, notes are taken and shared promptly
* Prioritise own workload and resolve conflicting diary/appointments and schedules
* Receive and respond to communication from staff and external organisations, determining requirements and taking appropriate action
* Develop and maintain good and effective working relationships with a wide range of people within the Trust and externally to ensure effective communication between departments
* Use computer networks and the office package effectively on a daily basis
* Operate flexibly in a rapidly changing environment, adapting to changing priorities as needed
COMMUNICATION
* Ensure accurate and open communication with a range of teams and individuals
* Support the transformation team with all forms of communication, including updates, emails, phone support, messaging, minuting, and attending meetings
PLANNING AND ORGANISING RESPONSIBILITIES
* Organise, plan and manage own workload to provide comprehensive support to the Transformation Team
* Plan and manage meetings, events and conferences for others, adapting plans at short notice as required
POLICY & SERVICE DEVELOPMENT
Support the development, implementation and proposed changes to policies and procedures that may impact beyond own area of work.
RESPONSIBILITY FOR INFORMATION / DATA
* Ensure all document production is completed promptly and efficiently
* Use a range of software to produce reports and presentations
* Take and transcribe notes and formal minutes of meetings
* Manage and maintain diary management systems
Must have extensive knowledge of Microsoft Packages, including Word, Excel, PowerPoint, Outlook. Excellent keyboard skills.
RESEARCH & DEVELOPMENT
Participate in surveys, audits and information gathering as relevant to the role requirement.
WORKING CONDITIONS
* Working conditions will require home working and some office based working. Must be prepared to hot desk when office based.
* Requires the extensive use of display screen equipment.
HEALTH AND SAFETY
Under the Health and Safety at Work Act 1974, as an employee, you must take reasonable care for the health and safety of yourself and others at work. You must also be aware of the Trust’s health and safety policies and report any accidents or incidents.
EQUAL OPPORTUNITIES
Dorset County Hospital NHS Foundation Trust is committed to the development of positive policies to promote equal opportunity in employment. All employees have a responsibility to ensure they understand the standards expected and promote and adhere to the equal opportunity measures adopted by the Trust.
CONFIDENTIALITY
Confidential and personal information related to staff, patients and Dorset County Hospital NHS Foundation Trust must not be disclosed within or outside the place of work, except in the proper discharge of duties.
Person Specification
Education, Qualifications & Training
* Diploma Level qualification, e.g., NVQ in Business Administration or other relevant subject or equivalent level of experience
* Prince2 Foundation or equivalent introduction to project management course
Knowledge & Experience
* Understanding of key project management administration
* Demonstrable experience as a senior administrator with competent skills to match the job description
* Strong ability to problem solve and overcome issues, providing options where appropriate
* Can‑do attitude and ability to deal with challenging situations
* Professional secretarial or project management qualifications / courses
Skills & Abilities
* Excellent communication skills, some of which will involve complex and sensitive nature
* Able to work under pressure and prioritise to hit tight deadlines
* Experience of report writing and data analysis
* Ability to engage effectively with staff at all levels across the health and social care community and other partners
* Excellent verbal, written and numeracy skills
* Advanced MS Office skills including Excel, Word and PowerPoint
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.
Employer name
Dorset County Hospital NHS Foundation Trust
£28,392 to £31,157 a year (Subject to formal banding)
Right to Work in the UK
This role is not available for Skilled Worker visa sponsorship. Applicants must already have the legal right to work in the UK at the time of application. Unfortunately, we are unable to support visa applications for this post in line with UKVI regulations.
#J-18808-Ljbffr