General Administration of Improvement Office Organise meetings and events for the Transformation team as required, being responsible for invitations, booking rooms, obtaining reports, checking they are in the correct format, collating, photocopying and distributing papers and sourcing any equipment. On occasions the post holder will be expected to liaise with external agencies in respect of venues and costings. To be accountable for efficient and accurate data recording as required for the operation of specific projects as required, conforming to necessary policies, processes and protocols Manage the Head of Transformations diary and be the first point of call for queries Liaise with stakeholders to obtain data/information in the required format and to ensure actions are completed in a timely manner, using influencing skills to ensure deadlines are met Developing and maintaining effective electronic and paper filing systems, to ensure that information is kept securely and is accessible to other members of the team. Assist with the preparation of presentations, reports and other documentations as required Assist with the preparation of materials for White, Yellow and Green belt training Work together with the Transformation team to provide administrative support as required Work without supervision, but seek advice when necessary and manage a discrete area of work. Participate in appropriate training and development activities. To provide and receive highly complex information and to present this to groups which include Executives, Directors and Non-Executives. Responsible for the maintenance of good record keeping, filing systems and audit trails/references. The post holder will be expected to support programme and project leads where necessary. To support projects and ad-hoc requirements by undertaking a variety of administration and clerical tasks. The post holder is expected to communicate with a wide range of internal and external stakeholders. The post holder will need to be able to build relationships across Divisions and departments to enable timely information flows and the integrity of these. In addition, the post holder will need to be able to negotiate this with staff facing multiple other priorities. The ability to produce full audit trails for all workings produced. To provide methodical workings, clear documentation and reference files as appropriate. Project Management Oversee and track all programmes and projects compliance to the standard project management methodology, maintaining a plan of milestones and stage gates and keeping records of all key project documentation Support and maintain the central repository for Quality Improvement Projects trustwide Attend the Transformation Steering Group, PMO and programme to capture key actions and discussion points and draft paper for Board Maintain and continuously improve the standard project documentation templates, policies and procedures ensuring version control is applied and stakeholders are using the current version. Proactively oversee and coordinate the planning and organisation of the PMO team to ensure we effectively deliver our services to the project management community and Leadership teams in a timely manner to the highest standards Work with the Head of Transformation to manage the systems from a milestone perspective and ensure that the escalation process is followed if schemes are not on track. To develop and manage projects in accordance with agreed targets and milestones and produce a regular progress report highlighting areas of risk, slippage or issues requiring additional support. To actively promote consistency of project reporting To assist the Transformation team in the achievement of its objectives. Support Benefits Realisation arrangements. Trust Governance Attend designated meetings where the information may be highly complex and sensitive, taking and transcribing minutes. Distribute information prior to and coming out of meetings. Maintenance of a register of summary key risks and issues in relation to the services portfolio of projects. Responsible for complying with human resource policy and procedure within the PMO framework including the implementation of Improving Working Lives Strategy. The post holder has a general duty of care for their own health, safety and well-being and that of work colleagues, visitors and patients within the hospital, in addition to any specific risk management or clinical governance accountabilities associated with this post. To observe and maintain strict confidentiality of personal information relating to patients and staff. Other Responsibilities Required to possess excellent IT skills, including the use of advanced spreadsheet and database packages to analyse and manipulate large amounts of data and produce user-friendly reports. The post holder will support the team in planning workshops, events and organise a broad range of complex activities and will formulate and adjust plans as required. Management of time to accommodate frequent telephone, email and face-to-face interruptions from colleagues requiring urgent and immediate responses to queries. Prioritisation of workload to ensure all targets and objectives are met despite diverse pressures. Ability to use a range of software packages including MS Office at an advanced level. To be responsible, with management support, for their own personal development and to actively contribute to the development of colleagues. All employees must hold an 'nhs.net' email account which will be the Trust's formal route for email communication. You are therefore required to check this regularly and to deal with such communication promptly.