A Project Support Officer (PSO) plays a critical role in ensuring successful project delivery across various Federations and Departments by offering proactive support, coordination, and communication services to ensure effective project implementation and seamless execution.
Main duties of the job
Key duties may include:
Project Documentation and Reporting
Contribution: Produce and manage documentation such as project plans, schedules, and regular status reports to maintain workflow performance tracking as well as document progress toward key milestones and deliverables.
Impact & Outcome: Timely and accurate project updates enable stakeholders to stay informed of project status updates, leading to improved decision-making processes, eliminating confusion and increasing transparency of a project's status.
Communication
Contribution: Contribute as the central point for all project communications; host meetings to provide updates to stakeholders regarding project development, issues, and risks.
Impact & Outcome: Effective communication facilitates teamwork between teams and stakeholders, helping ensure alignment with the quick resolution of any issues that arise, leading to smoother project delivery.
Project Planning & Coordination
Contribution: Assist with project-related meetings by creating agendas, leading discussions, documenting action points and following up, and helping the workstream lead with administrative tasks to increase workflow efficiency.
Impact & Outcome: Efficient project coordination helps maintain momentum while ensuring that all team members remain on target with their deliverables, contributing to timely project completion.
About us
PML is a successful not-for-profit, GP-led organisation providing various NHS community and primary care clinical services to patients across Oxfordshire and Northamptonshire. We have evolved as an NHS healthcare provider since 2004 and in the last few years have grown significantly, now employing around 300 staff with a turnover of circa £16m. PML holds GMS contracts, as well as being a GP Federation representing circa 50 GP practices covering approximately 650,000 patients.
We welcome applicants from a diverse range of backgrounds and circumstances and people with protected characteristics under the Equality Act 2010.
Job responsibilities
Main Responsibilities
1. Risk Management
Contribution: Assessing and mitigating project-related risks jointly with senior management.
Impact and Outcome: Proactive risk management ensures that potential disruptions are minimised, timelines are adhered to, and projects stay on schedule, thereby reducing costly delays or failures.
2. Stakeholder Mapping & Management
Contribution: Create and foster strong relationships, while enabling effective communication and cooperation to ensure that project goals are understood and supported by all stakeholders.
Impact and Outcome: Leads to strong stakeholder engagement which will increase buy-in, lower resistance levels, and foster cooperation, ultimately leading to smoother project execution and greater chances of achieving the project objectives.
3. Meeting Coordination & Minute Taking
Contribution: Organise and coordinate cross-functional meetings, prepare agendas, take minutes and track actions taken by meeting attendees.
Impact & Outcome: Properly coordinated meetings with clear agendas and action points lead to improved decision-making, accountability, timely task completion, and project advancement, all of which accelerate project development.
4. Documentation and Reporting
Contribution: Keep project documentation up to date while producing regular status reports to stakeholders, provide support in creating presentation materials to present during project reviews/updates.
Impact and Outcome: Accurate and detailed documentation ensures that project progress can be seen and measured easily, leading to informed stakeholders and an easier approval process during reviews.
5. Administrative Support
Contribution: Provide support by managing travel arrangements, filing systems, and compliance documentation to meet organisational standards on project deliverables.
Impact and Outcome: Appropriate administrative support ensures smooth project operations by meeting requirements within the budget, minimising disruptions, and optimising resource utilisation.
6. Budget & Resource Monitoring
Contribution: Track project budgets and resource allocation to ensure that they stay within the financial parameters while using resources efficiently.
Impact & Outcome: Proper financial monitoring ensures that projects remain on budget, eliminating cost overruns while maximising resource utilisation efficiency.
Other Requirements
Additional travel may be required to attend meetings and project events across federations in Oxfordshire and Northamptonshire.
Key Behaviours
At Principal Medical Ltd (PML), the key behaviours and values centre around providing high-quality, community-based healthcare.
PML emphasises integrity, innovation, and collaboration among healthcare professionals to deliver efficient primary and community health services.
The organisation values teamwork and reinvests surpluses into services to benefit patients and support General Practice.
Person Specification
Experience
* Experience in project management methodologies and project management systems such as Microsoft Project.
* Knowledge within health care/Primary Care setting.
Skills and Attributes
* Previous experience as a Project Support Officer within the healthcare industry (preferably in primary care).
* Outstanding communication skills with a proven track record in report writing and taking meeting minute documentation.
* Ability to create and oversee detailed project plans.
* Ability to recognise project risks while formulating concrete solutions to address them alone or with the senior management team.
* Capable of developing effective relationships with diverse stakeholder groups across federations and PML.
* Good attention to detail (ensure accuracy when creating project documentation or taking minutes).
* The ability to effectively manage time and prioritise tasks within a fast-paced environment.
Qualifications
* PRINCE2 or Association for Project Management (APM) qualification.
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.
£28,000 to £32,000 a year FTE, Depending on Experience.
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