Alder Hey Children’s NHS Foundation Trust is a provider of specialist health care and has a presence in community outreach sites and, in collaboration with other providers, our clinicians help deliver care closer to patients’ homes by holding local clinics at locations from Cumbria to Shropshire, in Wales and the Isle of Man. The Trust also provides inpatient care for children with complex mental health needs at our Sunflower House building newly relocated, and opened on the hospital site. We currently have more than 4,000 staff working across our community and hospital sites. We’re also a teaching and training hospital providing education and training to around 540 medical and over 500 nursing and allied health professional students each year. As black and minority ethnic (BME) employees are currently under-represented in this area, we particularly welcome applications from members of our BME communities. All appointments will be made on merit. You can expect a warm welcome at Alder Hey Children's NHS Foundation Trust, our staff are friendly and welcoming. We listen to each other and work together to embed our Trusts values and behaviours. At Alder Hey we appreciate our staff and reward them with an outstanding benefits package including: Great flexible working opportunities Lease car scheme and Home Electronics Scheme Generous annual leave and pension scheme Extensive staff health and well-being programmes Job overview An exciting opportunity has arisen for a Band 4 Project Administrator to work for Beyond: The Cheshire and Merseyside Children and Young People’s Transformation Programme Advert The role will provide professional administrative management of the Beyond Programme, with respect to the organisation and administration of multiple workstreams and the development and implementation of frameworks for new programmes. Accountable to the Project managers, the post holder will be required to work closely with, and in support of, the Project Team and Programme stakeholders, Finance managers, Business Intelligence, Communications Team, HR representatives and clinical leaders. This role will be required to ensure the maintenance of the Programme Workstreams, whilst ensuring that programme activities are well co-ordinated, closely monitored and accurately reported. The post holder will also provide day to day administrational support to the Programme team including the Programme Director. The primary purpose of this key role is to support the team in the successful delivery of the Beyond Programme. Working for our organisation Beyond has been established for over four years and has a core Programme team, and a broader team with clinical and organisational expertise who are driving through transformational change across the region. This committed and passionate team are working across the system to support quality improvement. Detailed job description and main responsibilities • Support the Programme Management Office (PMO) in delivering the CYP Transformation Programme, and developing the infrastructure of the Programme; • Support the maintenance of programme/project documentation and records including maintaining filling systems, supporting the creation and maintenance of programme products/tools; i.e. highlight reports, mandates, programme plans, risk registers, issues logs, and action plans; • Support the maintenance and tracking of the programme/projects including scheduling of reporting and programme submissions, creation of databases, action logs, and pathway/governance visuals; • Support in the processing and presentation of quantitative and qualitative data to support analysis of programme activity, specifically to support reports and presentations; • Support reviews of programme and project activity as required to support the PMO in managing the overall Transformation Programme delivery and evaluation; • Provide a support role in the delivery of PMO led training; supporting the creation of training documentation and appropriate co-facilitation skills; • Support PMO in recording, keeping, and tracking of related documents in the development of the infrastructure of CYP Transformation Programme, and business as usual tracking activities and update of documents; • Contribute to the development of CYP Transformation Programme by providing administration support to task and finish / steering groups; • Provide a full administrative and secretarial service to the CYP Transformation Programme Task & Finish / Steering Groups as required; • Provide administrative support for meetings to include; minute taking, actions logs, preparation of draft agendas, collation of papers, distribution of finalised agendas and papers, and tracking of follow up actions and deadlines; • Receive, respond to telephone and email queries as appropriate and distribute correspondence; • Arrange meetings and organise any travel and accommodation arrangements as necessary; • Schedule, maintain and update a computerised diary and/or desk diary; • Organise and maintain an efficient, effective and up-to-date filing system and shared working space to ensure information is kept securely; • Develop and proactively manage stakeholder maps and contact databases; • Work within defined policies, procedures and standards to undertake any other duties appropriate to the grade and position, which may from time to time be required or delegated; • Dealing with queries from both NHS and partner organisations in a professional and sensitive manner, ensuring confidentiality at all times; • Developing and maintain close collaboration and co-operation with PAs/Admin teams within our partner organisations. Education and Training: · Educated to NVQ 3 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience Knowledge and Experience: · Significant administrative/ secretarial experience including initiating and maintaining office systems · Demonstrable experience in dealing with sensitive and confidential information · Knowledge of IT systems and software programmes such as Outlook, Word, Excel, Powerpoint and Access 2010 · Knowledge of administrative procedures, project management or information analysis · Experience of communicating complex matters, such as complicated technical or financial information, both verbally and in writing · Ability to work without supervision. Able to work on own initiative, organising and prioritising own and others workloads to changing and often tight deadlines · Understanding of and commitment to equality of opportunity and good working relationships · Understanding of Confidentiality and Data Protection Act · Shorthand or ability to take live time notes via a laptop · Knowledge of programme/project management methology · Direct experience of supporting programme/project delivery · Knowledge of basic approaches to evaluating project impact · Knowledge of current issues in the NHS and wider health and social care sector Skills: · Minute taking · Intermediate / Advanced level IT Skills including Excel, Word, PowerPoint and MS Project · Excellent verbal and written communication skills · Excellent attention to detail, accuracy and consistency · Strong relationship building skills and team working attitude · Excellent interpersonal, planning and organisation skills with outstanding ability to prioritise and schedule workloads · Listen to, understand and accurately interpret complex and detailed instructions and guidance given, and provide alternative solutions as necessary · Ability to work under pressure and to prioritise accordingly · Clear communicator with excellent writing, data entry and presentation skills: capable of constructing and delivering clear information/ instructions to a service users and staff across a wide range of organisations. · Ability to work with autonomy within defined policies /procedures, with occasional support from a manager · Basic public speaking skills are required (for example for reporting or presenting to small meetings) · Ability to pull together comprehensive draft reports, data and letters · Negotiating, networking and persuasive skills · Excellent time management skills Personal Attributes: · Enthusiasm and commitment · Innovative and progressive · Honesty and integrity · Maintain position of professionalism, integrity, sensitivity whilst appreciating the need for strict confidentiality We reserve the right to close vacancies without notice when we have received a sufficient number of applications from which to make a shortlist. Please ensure you apply without delay if you wish to be considered for this role. Please ensure you check the email account from which you apply regularly as we will contact you using this regarding your application. All candidates will be notified via email whether or not they have been shortlisted. Alder Hey Children’s NHS Foundation Trust is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. We are committed to creating a well-managed, flexible working environment that supports staff and promotes their welfare and development. We actively promote equality and diversity and operate a Zero Tolerance policy to aggression, violence, bullying and harassment. Should you require any assistance during the application stages please contact recruiting manager of vacancy or the recruitment team at [email protected] or call 0151 282 4599 Please declare within the supporting information if artificial intelligence (AI) has been used in your application. Please note, the selection processes at Alder Hey Children's Hospital NHS Foundation Trust are in place to ensure we recruit candidates with the right skills and values, please be advised that the use of AI in applications are monitored. We remain vigilant against candidates who misuse these tools to generate an application that doesn’t accurately reflect their skills.