Job summary The Project Support Officer is responsible for working directly with local schools, charities, and colleges to ensure pre-employment delegates have access supported work experience in the NHS. The role will involve planning, management and delivery of experience across a range of NHS and partners organisations. The successful candidate will need to be able to demonstrate excellent communication skills, both verbally and in writing, along with the ability to work under pressure and meet deadlines whilst still ensuring high levels of accuracy and confidentiality. The post holder will have a professional, flexible approach to work and the ability to prioritise/plan their workload. In addition, experience of working in an office environment along with computer literacy in Microsoft Office including, Teams, Outlook, Word and Excel is required. The post holder will plan, co-ordinate, deliver and monitor a broad range of tasks and projects, to ensure each project delivers its intended outcome. The post holder will also be expected to engage with key stakeholders to ensure widening participation and engagement with NHS organisations. Communication is a key attribute for this role, and, for the successful candidate, it is a fantastic opportunity to further develop this skill at a local and regional level. Main duties of the job To work with the Senior Team and the wider communications and projects team to develop, review, monitor and implement programs plans and strategies. Liaise with internal and external colleagues via telephone and email. Setting up and managing and maintaining filing systems, ensuring that information is appropriately and securely stored, filed and retrievable whilst adhering to information governance guidelines to protect personal information. Good understanding and knowledge of a full range of administrative procedures and organisational procedures. Provide a comprehensive, accurate secretarial/word processing service, including drafting standard letters/communications, editing, and formatting reports ensuring a high standard of presentation. Organise and support the planning of meetings, events and conferences, including booking venues and taking formal minutes, arranging equipment, preparing papers/documentation, registering delegates and arranging refreshments. Setting up, managing, and maintaining office systems, including paper and electronic files, ensuring that information is appropriately and securely stored, filed and retrievable. Managing and maintaining the apprenticeship spreadsheet in-line with the apprenticeship levy funding process, stages, and completion of levy transfer application submissions Supporting and adhering to the apprenticeship processes when completing spreadsheets and data entry. About us Bolton GP Federation is a collective vehicle where Boltons GP practices come together to deliver primary care, providing a place for collaboration, knowledge-sharing and coordination. The Federation is a voice of the priorities, needs and local intelligence of primary care into the wider healthcare system. We are rated Good by the Care Quality Commission (CQC) and we are proud of the services that we run, which include Primary Care Networks, Extended Primary Care, an Experienced Nurse Network and the Covid Vaccination Programme. Our mission is to improve health and care. We meet everyday health and care needs for people by connecting primary care systems and using creative thinking to develop, improve and support great local services. Bolton GP Federation is also the lead employer for the Greater Manchester Training Hub (GMTH) as part of GMPC (the GM Federations collaborative). Date posted 30 October 2024 Pay scheme Agenda for change Band Band 4 Salary £25,147 to £27,596 a year Contract Fixed term Duration 15 months Working pattern Full-time Reference number B0083-24-0022 Job locations Bolton G P Partnership Ltd Bold Street Bolton BL1 1LS Job description Job responsibilities The Project Support Officer is responsible for working directly with local schools, charities, and colleges to ensure pre-employment delegates have access supported work experience in the NHS. The role will involve planning, management and delivery of experience across a range of NHS and partners organisations. The successful candidate will need to be able to demonstrate excellent communication skills, both verbally and in writing, along with the ability to work under pressure and meet deadlines whilst still ensuring high levels of accuracy and confidentiality. The post holder will have a professional, flexible approach to work and the ability to prioritise/plan their workload. In addition, experience of working in an office environment along with computer literacy in Microsoft Office including, Teams, Outlook, Word, and Excel is required. The post holder will plan, co-ordinate, deliver and monitor a broad range of tasks and projects, to ensure each project delivers its intended outcome. The post holder will also be expected to engage with key stakeholders to ensure widening participation and engagement with NHS organisations. Communication is a key attribute for this role, and, for the successful candidate, it is a fantastic opportunity to further develop this skill at a local and regional level. Key Duties and Responsibilities: To work with the Senior Team and the wider communications and projects team to develop, review, monitor and implement programs plans and strategies. Liaise with internal and external colleagues via telephone and email. Setting up and managing and maintaining filing systems, ensuring that information is appropriately and securely stored, filed and retrievable whilst adhering to information governance guidelines to protect personal information. Good understanding and knowledge of a full range of administrative procedures and organisational procedures. Provide a comprehensive, accurate secretarial/word processing service, including drafting standard letters/communications, editing, and formatting reports ensuring a high standard of presentation. Organise and support the planning of meetings, events, and conferences, including booking venues and taking formal minutes, arranging equipment, preparing papers/documentation, registering delegates and arranging refreshments. Setting up, managing, and maintaining office systems, including paper and electronic files, ensuring that information is appropriately and securely stored, filed and retrievable. Managing and maintaining the apprenticeship spreadsheet in-line with the apprenticeship levy funding process, stages, and completion of levy transfer application submissions. Maintaining up to date and accurate filing systems and spreadsheets for apprenticeship applications. Supporting and adhering to the apprenticeship processes when completing spreadsheets and data entry. Organise virtual meetings as required. Collate and process data. Carry out other administrative tasks that fall within the competencies of the post holder to provide cover. Liaise and support the organisation and coordination of services, such as the maintenance and facilities. Prepare and distribute documents and papers as required. Support the placement team with placements into new learning environments, ensuring that information is shared with the relevant parties. Support the coordination and dissemination of resources. Act as point of contact for all programme delegates Support and carry out additional duties as and when required. Job description Job responsibilities The Project Support Officer is responsible for working directly with local schools, charities, and colleges to ensure pre-employment delegates have access supported work experience in the NHS. The role will involve planning, management and delivery of experience across a range of NHS and partners organisations. The successful candidate will need to be able to demonstrate excellent communication skills, both verbally and in writing, along with the ability to work under pressure and meet deadlines whilst still ensuring high levels of accuracy and confidentiality. The post holder will have a professional, flexible approach to work and the ability to prioritise/plan their workload. In addition, experience of working in an office environment along with computer literacy in Microsoft Office including, Teams, Outlook, Word, and Excel is required. The post holder will plan, co-ordinate, deliver and monitor a broad range of tasks and projects, to ensure each project delivers its intended outcome. The post holder will also be expected to engage with key stakeholders to ensure widening participation and engagement with NHS organisations. Communication is a key attribute for this role, and, for the successful candidate, it is a fantastic opportunity to further develop this skill at a local and regional level. Key Duties and Responsibilities: To work with the Senior Team and the wider communications and projects team to develop, review, monitor and implement programs plans and strategies. Liaise with internal and external colleagues via telephone and email. Setting up and managing and maintaining filing systems, ensuring that information is appropriately and securely stored, filed and retrievable whilst adhering to information governance guidelines to protect personal information. Good understanding and knowledge of a full range of administrative procedures and organisational procedures. Provide a comprehensive, accurate secretarial/word processing service, including drafting standard letters/communications, editing, and formatting reports ensuring a high standard of presentation. Organise and support the planning of meetings, events, and conferences, including booking venues and taking formal minutes, arranging equipment, preparing papers/documentation, registering delegates and arranging refreshments. Setting up, managing, and maintaining office systems, including paper and electronic files, ensuring that information is appropriately and securely stored, filed and retrievable. Managing and maintaining the apprenticeship spreadsheet in-line with the apprenticeship levy funding process, stages, and completion of levy transfer application submissions. Maintaining up to date and accurate filing systems and spreadsheets for apprenticeship applications. Supporting and adhering to the apprenticeship processes when completing spreadsheets and data entry. Organise virtual meetings as required. Collate and process data. Carry out other administrative tasks that fall within the competencies of the post holder to provide cover. Liaise and support the organisation and coordination of services, such as the maintenance and facilities. Prepare and distribute documents and papers as required. Support the placement team with placements into new learning environments, ensuring that information is shared with the relevant parties. Support the coordination and dissemination of resources. Act as point of contact for all programme delegates Support and carry out additional duties as and when required. Person Specification Qualifications Essential Trained and experienced at intermediate level in a range of software packages, Word, Excel, PowerPoint. GCSE English and Maths, grade A to C or equivalent. Desirable Prince 2 qualification or equivalent. Experience Essential Knowledge of different methods/ styles of Project Administration. Managing own time and prioritising workloads to meet deadlines. Organising, co-ordinating, minuting meetings and logging actions. Producing and implementing office systems and documentation using MS Office including Word, Excel, and Outlook. Skills and Abilities Essential Broad range of business administration experience. Excellent oral and written communication skills and personal presentation skills. Excellent inter-personal relationship skills. Ability to work across traditional boundaries and integrated services. Ability to utilise a range of personal styles to suit different situations as appropriate. Ability to analyse and interpret data /evidence and apply to project. Prioritizing and delegation skills. Demonstrable IT skills. Report writing skills and high attention to detail. Flexible and adaptable. Able to work using own initiate as well as work as a team. Ability to drive and car owner. Personal Attributes Essential Team player able to engage with others in own team and colleagues in the organisation and across partnerships High level of tact and diplomacy Creative thinking and positive attitude Good interpersonal skills and relationship building Reliable and flexible Person Specification Qualifications Essential Trained and experienced at intermediate level in a range of software packages, Word, Excel, PowerPoint. GCSE English and Maths, grade A to C or equivalent. Desirable Prince 2 qualification or equivalent. Experience Essential Knowledge of different methods/ styles of Project Administration. Managing own time and prioritising workloads to meet deadlines. Organising, co-ordinating, minuting meetings and logging actions. Producing and implementing office systems and documentation using MS Office including Word, Excel, and Outlook. Skills and Abilities Essential Broad range of business administration experience. Excellent oral and written communication skills and personal presentation skills. Excellent inter-personal relationship skills. Ability to work across traditional boundaries and integrated services. Ability to utilise a range of personal styles to suit different situations as appropriate. Ability to analyse and interpret data /evidence and apply to project. Prioritizing and delegation skills. Demonstrable IT skills. Report writing skills and high attention to detail. Flexible and adaptable. Able to work using own initiate as well as work as a team. Ability to drive and car owner. Personal Attributes Essential Team player able to engage with others in own team and colleagues in the organisation and across partnerships High level of tact and diplomacy Creative thinking and positive attitude Good interpersonal skills and relationship building Reliable and flexible Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Employer details Employer name Bolton GP Federation Address Bolton G P Partnership Ltd Bold Street Bolton BL1 1LS Employer's website http://www.boltongpfed.co.uk/ (Opens in a new tab)