Job overview
Working as part on 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.
Main duties of the job
1. Provide comprehensive administrative support to the Digital Programme Team including the administration of Trust and cross organisation groups including liaising with members, preparing and circulating agendas and committee papers and taking minutes.
2. To arrange meetings and other ad hoc events, book venues, arrange catering where necessary and distribute supporting papers in a timely manner.
3. To demonstrate comprehensive skills and knowledge in relation to software programmes, through practical experience and other secretarial qualifications
Working for our organisation
Working as part of OneLSC, Blackpool Teaching Hospitals NHS Foundation Trust (BTHNHSFT) is committed to delivering patient and organisational benefits through the use of Information Technology. BTHNHSFT has a wide range of development and improvement projects planned, including the further roll out of the IMS Maxims Electronic Patient Record functionality as part of the Digital Level-Up Programme.
Detailed job description and main responsibilities
1. Provide comprehensive administrative support to the Digital Programme Team including the administration of Trust and cross organisation groups including liaising with members, preparing and circulating agendas and committee papers and taking minutes.
2. To arrange meetings and other ad hoc events, book venues, arrange catering where necessary and distribute supporting papers in a timely manner.
3. To demonstrate comprehensive skills and knowledge in relation to software programmes, through practical experience and other secretarial qualifications.
4. To produce minutes and arrange for follow up actions to be completed resulting from meetings. Organise, action and type correspondence from dictation, audio or copy.
5. In Consultation with members of the Digital Programme Team, design, implement and deliver effective communication processes and plans for individual projects to ensure that all relevant staff understand the projects(s) and are made aware of their responsibilities.
6. Collate and analyse the individual project highlight and checkpoint reports, provided by Project Managers across the Directorate, updating the overall project reports/plans.
7. 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.
8. 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.
9. To process all incoming mail, as agreed with the Digital Programme Director. Answer all correspondence within the post holder’s knowledge and competency and have minimal supervision in actioning and forwarding on information received in the department,
10. Undertake audits and surveys as required to assist in the implementation of new systems.
11. Manage the maintenance of the filing system and brought forward system and work to a paperless office environment with the use of IT Systems.
12. 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.
13. Compile, copy and distribute all project management products.
14. Develop and maintain up to date projects material for posting on the intranet.
15. Develop and maintain appropriate presentations for the Projects team for presentation to key stakeholders.
16. Liaise appropriately and effectively with internal and external customers and suppliers with regard to the various projects.
17. Keep up to date with developments within Informatics both at a local and National level.
18. Responsible for ensuring optimal use of administrative tools and facilities across projects.
19. 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.
20. Assist the Programme Team with the administrative support for the implementation of new systems throughout the Trust.
21. Assist with recruitment of new staff and arrange induction programmes and system access requirements, where necessary, for new staff within the Programme Department.
22. Initiate RAF’s for any contracted staff to ensure continuity of service.
23. Ensure confidentiality of information and compliance with the Data Protection Act.
24. Undertake any other such duties as deemed appropriate by the Digital Programme Director.
25. 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.
Person specification
Education and Qualifications
Essential criteria
* Relevant degree or equivalent experience (i.e. health service, facilitation or information)
Desirable criteria
* PRINCE 2 Project Management qualification (or be willing to work towards this)
Experience and Knowledge
Essential criteria
* Substantial administration experience in busy and demanding environment
* Experience of working in a Project Management and/or administrative environment
Desirable criteria
* Experience of working with PRINCE 2 Project Management documentation
* NHS experience within an Informatics based role
* Experience of working with IT systems Service Suppliers
Skills and Ability
Essential criteria
* Adept at using Microsoft Office products (including Word, Excel, Powerpoint and Outlook)
* Good understanding of both Electronic and Manual filing systems and can demonstrate experience of developing both
* Ability and experience of analysing complex information (project, financial and technical) from a variety of sources and providing summary reports
* Ability to liaise appropriately with multi-disciplinary staff at all levels
* Can demonstrate some knowledge and understanding of the National Programme for IT
* Ability to operate effectively within a complex multi-professional organisation and Health Community
Desirable criteria
* Able to demonstrate experience of Project Management
* Experience of and ability to use MS Project or similar