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Project Administration Manager

Employer
Alder Hey Children's NHS Foundation Trust
Location
Liverpool
Salary
£29,970 to £36,483 per annum, pro rata
Closing date
5 Dec 2024
View more categoriesView less categories
Profession
Other Health Profession
Grade
Band 5
Hours
Full Time
An exciting opportunity has arisen for a Band 5 Project Administration Manager: The Cheshire and Merseyside (C& M) Children and Young People's(CYP) Transformation Programme hosted by Alder Hey Children's NHS Foundation Trust.

The appointed candidate will be passionate about improving health and care outcomes for children, young people, and their families.

The Beyond Programme is jointly funded by NHSE and the Cheshire and Merseyside Health and Care Partnership (HCP). The Programme currently has seven workstreams which are underpinned by a focus on addressing health inequalities and integrated working.
  • Emotional wellbeing and Mental Health wellbeing of CYP
  • Healthy Weight and obesity
  • Asthma and Respiratory Health
  • Learning disabilities, difficulties and autism
  • Epilepsy
  • Diabetes
  • Oral Health

  • The successful candidate must be able to travel flexibly across Cheshire and Merseyside both to attend mandated office days and face to face meetings and events as required.

    Main duties of the job

    The role will provide professional administrative management of the Beyond Programme, with respect to the organisation and administration of workstreams that comprise the programme portfolio and the development and implementation of such frameworks for new programmes. Accountable to the Programme Manager, 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.

    About us

    We pride ourselves in promoting equality and valuing diversity.

    All our team benefit from

    Flexible working

    Professional training, development and protected learning time

    Career progression

    Job description

    Job responsibilities

    The primary purpose of this key role is to support the team in the successful delivery of the Beyond Programme. This post is a fixed term opportunity for 12 months.

    Have awareness of programme and project management methodologies (e.g. Managing Successful Programmes (MSP) and Projects Run In a Controlled Environment (PRiNCE 2)

    Assist on specific projects on a day-to-day basis and will be expected to exercise initiative in performing this role, understanding the requirements and goals

    Provide administrative support and guidance to the Programme to assist with the successful planning, design, execution, monitoring, controlling and closure of projects within the programme

    Take ownership of administration of Programme Board and Programme Assurance Group including forward planning, dissemination of papers (agenda, action log and minutes), noting of apologies, and minute taking during meeting

    Set up and administer face-to-face or online meetings, ensure agendas have been set, meeting documents are collated and distributed, take minutes and manage actions logs supporting the completion of actions in a timely manner.

    Lead the diary management requirements of the team including the Programme Director.

    Undertake any other administrative tasks as specified by the Programme Manager or Programme Director

    Managing their own workload, prioritising tasks and taking full responsibility for working independently and flexibly as part of the team

    Line management responsibilities of the Programme Support Officer

    Communication

    Act as the first point of contact for the Programme, ensuring timely responses and effective communication with stakeholders

    Maintain and analyse stakeholder database

    Effective communication of complex information with internal and external stakeholders, responding to requests for information relating to programme performance and ensuring accurate, timely dissemination of programme information

    Develop and support effective communication within the team and liaise with key stakeholders to maintain information flow, and to help maintain an effective working team and programme delivery

    Persuades stakeholders of the importance of the project including linking with external staff

    Take ownership of central inbox, responding to enquiries in a timely manner

    Support the Programme Support Officer in their role

    Analytical Skills

    Skills for investigating a variety of issues and proposing solutions

    Manage and respond to complex enquiries from Stakeholders, escalating to Programme Manager where required.

    Planning and Organising Skills

    Manage and coordinate the effective operation of the Programme Workstreams with regard to administration, minute taking, infrastructure, planning, delivery and resources

    Organisation of events including selection of venue, provision of materials, administrative support, coordination of delegates

    Co-ordination of multi-disciplinary meetings relevant to specific project or Programme Director

    Maintain and organise Programme computer filing system

    Physical Skills

    Keyboard/typing skills

    Advanced use of IT packages MS Teams, Microsoft Word, Microsoft Excel

    Responsibility for Policy/Service Development

    Working with the Project/Programme Manager, identify quantifiable opportunities to improve programme management delivery and productivity, and support the development and implementation of associated project plans.

    Contribute to the development of programme and project management skills and related competencies within the organisation.

    Development and maintenance of standard operating procedures/policies across the Programme, including process mapping.

    Responsibility for Financial and Physical Resources

    To raise requisitions when requested on NEP system and work alongside Procurement to ensure timely payment of invoices

    Maintain close working relationships with providers to support timely invoicing

    In collaboration with the Programme, ensure that sufficient financial reporting is being applied to any additional project management resources required to support project delivery.

    Responsibility for Human Resources

    Line management/day to day supervision of Project Support Officer

    Development of induction programme for new starters

    Train new members of staff on database and filing system

    Manage recruitment process through Trac on behalf of Programme Manager

    Maintain Programme secondment database, and work with Programme Manager to proactively manage this

    Act as point of liaison with HR for Programme leadership secondments

    Responsibility for Information Resources

    Supporting the use of the Trust risk management system being correctly applied and utilised to identify, categorise, mitigate and manage any risks arising from the work of the programme.

    Manage, maintain and develop computer filing system

    Uses a range of IT programmes to create reports

    Responsibility for Research and Development

    Contribute to a culture of continuous improvement

    To be an exemplar of positive action and advocacy for the programme.

    Freedom to Act

    Work is managed rather than supervised on a day to day basis

    Work on own initiative and display a high level of autonomy within role

    Physical Effort

    Light physical effort

    Combination of sitting/standing/walking

    Frequent light effort for several short periods

    Mental Effort

    Frequent concentration required for checking accuracy of documents and minutes

    Work pattern unpredictable due to busy nature of the role

    Emotional Effort

    Exposure to distressing circumstances is rare

    Working Conditions

    Office conditions

    May be required to travel across Cheshire and Merseyside using own vehicle or public transport

    Working within the Beyond CYP Transformation team, providing a reliable and confident service , ensuring your work is accurate, on time and clearly communicated.

    Key attributes and experience required include:
    • Helpful, open and friendly attitude
    • Keen to learn and develop skill base
    • Able to work flexible hours
    • Present a positive image of the Trust
    • Significant experience working as PA at a senior level
    • NHS experience

    Communication and Relationship Skills
    • Excellent verbal and written communication
    • Accurate typing skills
    • Accurate minute taking
    • Attention to detail
    • Ability to cope under pressure
    • High organisational skills
    • Ability to work flexibly within a team environment
    • Ability to deal with sensitive/confidential issues


    Person Specification

    Qualifications

    Essential

    • Educated to degree level or equivalent experience
    • IT Skills


    Desirable

    • Recognised Project Management Qualification or demonstrable equivalent experience
    • Minute Taking course


    Experience

    Essential

    • Proven experience of working in an administrative role, including maintaining office system
    • Experience in developing effective administrative systems and processes
    • Experience of arranging meetings and taking minutes
    • Financial systems and administration


    Desirable

    • Experience of working within the NHS
    • Management knowledge or equivalent experience
    • Demonstratable experience in dealing with the public and dealing with sensitive and complex information


    Knowledge

    Essential

    • High degree of computer literacy including advanced knowledge of the MS Office Suite inc. Word, Excel, PowerPoint and Office 365 (SharePoint)


    Desirable

    • Developed knowledge of relevant current issues in health and social care
    • Knowledge and experience of a formal project management methodology


    Skills

    Essential

    • Excellent verbal and written communication skills
    • Ability to work on own initiative
    • Ability to develop effective working relationships with both colleagues and stakeholders
    • Ability to prioritise own workload and work to defined timescales
    • High degree of attention to detail


    Desirable

    • Strong stakeholder management
    • Ability to analyse information and present it in a clear and concise way
    • Problem solving skills and ability to respond to sudden unexpected demands


    Employer details

    Employer name

    Alder Hey Children's NHS Foundation Trust

    Address

    Alder Hey

    Eaton road

    Liverpool

    L12 2AP

    Any attachments will be accessible after you click to apply.

    411-COR-24-6563283-B

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