OneLSC Digital Projects Team – Administrative and Secretarial Role
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.
Key Responsibilities
* 1. Provide comprehensive administrative support to the Digital Programme Team including the administration of Trust and cross‑organisation groups, 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 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 operational 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 bring 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 RAFs 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.
Essential Criteria
* Relevant degree or equivalent experience (health service, facilitation or information).
* PRINCE2 Project Management qualification (or be willing to work towards this).
* Substantial administration experience in a busy and demanding environment.
* Experience of working in a Project Management and/or administrative environment.
Desirable Criteria
* Experience of working with PRINCE2 Project Management documentation.
* NHS experience within an Informatics based role.
* Experience of working with IT systems Service Suppliers; adept at using Microsoft Office products (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.
* Able to demonstrate experience of Project Management.
* Experience of and ability to use MS Project or similar.
About the Trust
At East Lancashire Hospitals NHS Trust our vision is to be widely recognised for providing safe, personal and effective care. We currently provide high quality services and treat over 600,000 people across East Lancashire and the surrounding area. We employ over 9,500 staff, many of whom have won awards for their work. 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. In addition, our aim is to help protect children and vulnerable adults by providing a first‑class service to the recruitment of people into positions of trust. 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. We especially welcome applications from members of our black, Asian and minority ethnic (BAME) communities, as we have identified that ELHT has an under‑representation of BAME employees. Appointments will be made on merit.
Application Information
* Please note that the salary advertised is for full‑time hours. If this post is less than 37.5 hours per week, the salary will be pro‑rata. For posts on Agenda for Change pay‑scales, new entrants to the NHS will normally commence on the first pay point of the relevant band.
* This vacancy may close before the closing date if the recruiting manager deems sufficient applications have been received. Therefore it is advised to complete your application as early as possible to avoid disappointment.
* Please ensure you check the email account from which you apply regularly as we will use this to contact you regarding your application.
* Please note that shortlisting is completed anonymously with candidates being assessed against the essential criteria for the post. Therefore only applicants, who can clearly demonstrate how they meet our person specification criteria in their application, will be short‑listed.
Disclosure and Barring Scheme (DBS) If the role you are applying for is identified as either controlled or regulated activity as defined in the Safeguarding vulnerable Groups Act (2006) any offer of employment is provisional upon a satisfactory DBS check being obtained. The healthcare sector is exempted from the Rehabilitation of Offenders Act 1974. In line with other NHS organisations in the North West Region, the Trust is now passing the charge for undertaking a DBS check on to candidates in the event they are successfully appointed into the post for which they have applied. Candidates can choose whether to pay this over 1‑3 months as a deduction from the monthly salary. However, if you are applying for a post as a BANK worker, the payment must be made in full at the time of employment checks. By applying for this vacancy you are agreeing to this undertaking in the event you are successfully appointed. The cost of an Enhanced Disclosure will be £55.38 and for a Standard Disclosure will be £27.38.
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