Job responsibilities
OVERALL PURPOSE/ROLE SUMMARY:
The post holder will be responsible for providing project office support and personal assistant duties to the Operations Director.
The post holder will be required to provide dedicated project office support to specific departments as instructed at the time and continue to support the Operations Director with personal assistant duties.
The post holder will be responsible for supporting the processes in managing, updating and tracking risks, issues and change.
The post holder will also assist the Operations Director with diary management, meeting management and attendance, minute/ note taking and adhoc requests, as and when required.
The post holder will be responsible for tracking actions, completing administration and secretariat duties related to the project management of the service and ensure that all administration requirements are fulfilled and managed accordingly.
MAIN DUTIES AND RESPONSIBILITIES:
Responsible for the organisation of meetings as directed, liaising and communicating across various departments, both internally and externally. Resolve conflicting diary appointments and schedules. Organise refreshments where appropriate. Compile and circulate agendas, record, type and distribute minutes of meetings as required within agreed timescales and according to Trust protocols. Accompany the project team as required to record meetings and distribute minutes in a timely and efficient manner. This may involve attendance out of normal working hours especially in the context of the major incident.
In liaison with Trust managers/departments and external bodies collate all meeting documentation and briefing papers ensuring the project team are fully briefed prior to their attendance at meetings.
To act as a point of communication for the directorate and deal with telephone and personal enquiries, liaising with internal and external sources to resolve any problems, queries or complaints using own initiative/judgement to action accordingly.
Responsible for ensuring that appropriate deputising arrangements exist to cover planned absence and provide cover for colleagues as and when necessary. This should be in liaison with the Service Centre Coordinator/ Manager, thus ensuring appropriate cover is maintained throughout the administrative and secretarial department.
Responsible to provide secretarial support (meeting organisation, minute taking, documentation collation) where required to other departments when required.
Responsible for daily diary management support for the Operations Director.
Responsible for the coordination of interviews, staff 1:1 meetings and the storing of associated documentation related to the project.
Responsible for record updates for the project management documentation for departmental risks, issues and change meetings and maintain the appropriate logs for change and risk.
Responsible for ensuring that the updated project management documentation for the departments is stored and shared effectively, so the PMO Office is able to track at a Programme level.
Responsible for ensuring accurate and timely tracking of risks, issues, actions and change logs. Track and manage the change(s) related to the department in line with the change management procedure.
Responsible for the maintenance of the change management procedure and ensuring any changes are communicated and documented effectively.
Responsible for the maintenance on updating of the Terms of Reference for all board meetings and working groups (change, PMO, Operational Board etc)
Responsible for ensuring that the appropriate tools are used to collate all department actions etc.
Responsible for managing the administrative support to department with regard to the mitigation and resolution tracking for the department.
Ensure attendance on Project Management Office meetings to provide update reports to the PMO lead, as and when required.
Responsible for the production of meeting documentation (Agendas, Actions logs etc) and minutes to ensure all discussions are captured accurately.
Responsible for the production of department documentation (Structure updates, JDs, presentations etc) and for ensuring they remain consistent.
Responsible for the administrative validation and collation of board submissions to both the internal and external board meetings.
Responsible for maintaining the filing systems and document storage on Share point, making sure all folders are up to date and are filed in a logical.
Ensuring that the set up and maintenance of Microsoft SharePoint filing systems for storage of all papers and documentation are in line with Trust policy and NHS Records Management guidelines.
Provide general administration and clerical support services for all department when requested and associated colleagues (GPs, auditors etc).
Collation and validation of weekly timesheets received from multiple areas of the project and the overall collation of information for finance records management.
Responsible for supporting new starters within the team to ensure they are effectively trained and have appropriate access to the multiple systems needed (Audit, Payroll etc).
Responsible for maintaining and coordinating the allocation of auditors, to ensure an accurate reflection is always available and that access it in place for all who require it and ensure appropriate allocations of audits are in place.
Support the Governance team in the recording of audits and updating of appropriate documentation.
Oversee, monitor and maintain the central inboxes, ensuring all key issues are escalated, raised and responded to accordingly, within agreed timelines.
Support in the collation of HR documentation, as and when required, to ensure recruitment records are consistent and accurate.
Responsible for ensuring that all members of the project are fully aware of any policy or process changes that may affect the project team and that the team are adhering to the company policies and procedures (travel, expenses, HR etc).
Responsible for the booking of accommodation, car hire etc for the department via Proactis/appropriate systems.
Responsible for the updating, management and collation of all documentation related to the project and for ensuring they are stored and managed following trust/service processes in SharePoint.
Responsible for supporting the development of processes and documents to support work-streams.
Provide and receive complex information through a range of communication methods including written, oral and electronic media.
Responsible for supporting the Operations Director with budget management and the management of the team to ensure all costs remain within the cost envelope for the service centre.
Experienced user of Microsoft Office programmes including Word, Excel, PowerPoint, Visio, Project and MS Teams
GENERAL INFORMATION:
Changes to this job description:
This is an outline of the job description and may be subject to change according to service needs and developments, which will take place in consultation with the post holder as appropriate.
Core Values:
Teamwork, Innovation, Professionalism, Caring.
Smoking:
The Trust operates a ‘No Smoking’ policy.
Equality and Diversity:
The Trust is committed to the fair treatment of all people, regardless of their gender, race, colour, ethnicity, ethnic or national origin, citizenship, religion, disability, mental health needs, age, domestic circumstances, social class, sexuality, beliefs, political allegiance or trades union membership.
Health and Safety:
It is the general duty of every employee to take reasonable care for the Health and Safety of themselves and others including the use of necessary safety devices and protective clothing and co-operation with the Trust in meeting its responsibilities under the Health and Safety at Work legislation. The post holder must be aware of individual responsibilities under the Health and Safety at Work Act and identify and report, as necessary, any untoward accident, incident or potentially hazardous environment.
It is the Trust’s responsibility to ensure that staff are able to work in a safe and conducive working environment and that responsibilities regarding Health and Safety and staff welfare legislation and best practice are fulfilled throughout their area of responsibility, this will also include undertaking Risk Assessments as and when required.
Confidentiality:
The post holder must ensure that personal information for patients, members of staff
and all other individuals is accurate, up-to-date, kept secure and confidential at all
times in compliance with the Data Protection Act 1998, the Caldicott principles and
the common law duty of confidentiality.
Development:
The post holder will be required to participate in relevant development activities and
development reviews.
NOTE: The job description is not exhaustive and is subject to review in the light of the
changing needs of the organisation. Any review of this job description will be
undertaken in consultation with the post holder
