The Project Support Officer is required to support the Elective Recovery Programme leadership team, to deliver their corporate objectives and portfolio, including responsibilities in any relationships or activities the team leaders may participate in in the local or national health system. The post-holder will undertake a wide range of administrative tasks, including taking personal responsibility for delegated projects and business. This is in addition to providing a comprehensive administrative service to ensure the smooth running of the Elective Recovery Project Management Office (PMO).
The Project Support Officer is responsible for a wide range of communications on behalf of the PMO, and must at all times promote sensitivity and tact, and respect confidentiality to ensure these are effective.
• Enable the effective running of the PMO by supporting programme management through the co-ordination of highlight report and briefing requests and receipts, maintenance of action trackers and production of agendas.
• Ensure the production of monthly briefings by working with key stakeholders and working to agreed timescales.
• Maintain an up-to-date confidential list of all appropriate professional group contacts and contact database for the CMAST PMO.
• Support programme managers with co-ordination of project team meetings, clinical networks, and programme board/leadership team meetings.
• With the relevant professional group contacts, service the Elective Recovery Programme Board, Leadership Team Meetings, and other key groups.
• Undertake specific projects on behalf of the Elective Recovery Programme Director, as requested.
• Collecting and collating data reports from Cheshire & Merseyside providers, for reporting in to regional and national teams.
Mersey and West Lancashire Teaching Hospitals NHS Trust serves a population of over 600,000 with a workforce of over 9000 dedicated and skilled staff across 21 sites.
We strongly believe that the communities we serve should all have access to Five Star Patient Care.
Our services:
Acute Care
Providing emergency and maternity services at Whiston, Southport and Ormskirk hospitals, and medical and surgical specialties across all our sites.
Primary Care
Providing primary care services at Marshalls Cross Medical Centre situated in St Helens Hospital.
Community Services
Providing adult community services for St Helens and a wheelchair service in Chorley, South Ribble, and West Lancashire. Our inpatient unit at Newton Community Hospital is where patients needing acute hospital beds can continue rehabilitation, freeing up space for more unwell patients. We also provide urgent care at our Urgent Treatment Centre located in St Helens town centre.
Specialist Regional Services
We provide the Mersey Regional Burns & Plastic Surgery Unit at Whiston Hospital and the Spinal Injuries Unit at Southport Hospital to more than 4 million people across the whole of Merseyside, West Lancashire, Cheshire, Isle of Man and North Wales.
Achievements:
• Rated Outstanding by CQC Inspection August 2018
• Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
• National Preceptorship Accreditation (2023) for Nursing & AHP Preceptorship Programme
• KEY DUTIES
• Specific Delegated Projects
• Enable the effective running of the PMO by supporting programme management through the co-ordination of highlight report and briefing requests and receipts, maintenance of action trackers and production of agendas.
• Ensure the production of monthly briefings by working with key stakeholders and working to agreed timescales.
• Maintain an up-to-date confidential list of all appropriate professional group contacts and contact database for the CMAST PMO.
• Support programme managers with co-ordination of project team meetings, clinical networks, and programme board/leadership team meetings.
• With the relevant professional group contacts, service the Elective Recovery Programme Board, Leadership Team Meetings, and other key groups.
• Undertake specific projects on behalf of the Elective Recovery Programme Director, as requested.
GENERAL MANAGEMENT RESPONSIBILITIES
• Support the Programme Director and leadership team to ensure that they are briefed in advance of scheduled meetings. Responsibilities include:
o Requesting and coordinating briefings from senior staff in advance of meetings, so that the leadership team are fully informed on all the issues to be discussed.
o Gathering and extracting information from a range of sources (documents, websites, databases) as requested by the Programme Director, either as a one off or on a regular basis.
o “Topping and tailing” documents to the agreed corporate standard and providing first draft briefings as appropriate.
• Coordinate planned absence, to ensure there is appropriate administrative support for the programme.
• Manage all incoming mail/email as required, including prioritisation for action, requesting briefings, directing others to take action and ensuring timely responses from them, disseminating information and monitoring that deadlines are met.
• Comply with the organisations policies for the procurement of goods and services necessary to the effective running of the team.
• Maintain the high standards and quality of governance expected in all departmental business, both internally and externally.
• Draft or request responses to letters and queries addressed to the Programme Directors
• Prioritise the workload effectively to ensure that meetings and reports are provided in a timely fashion.
• Manage a forward planning system to ensure that deadlines are met with other Elective Recovery team members and colleagues in the wider Cheshire & Merseyside system.
• Develop and maintain an understanding and knowledge of the broad spectrum of work areas that the Programme Director is responsible for in order to maximise the support given. The postholder must be able to respond to and accommodate proactive and reactive situations that occur in a busy and fast-moving environment.
• Manage the review, development, and implementation of specific operating procedures, which comply with CMAST governance arrangements, and which support effective working practices.
• Initiate, manage, and administrate conferences and events for which the Directors have lead responsibility.
• Provide support with the recruitment of and guidance to new starters.
• Undertake any other reasonable duties required.
ADMINISTRATIVE RESPONSIBILITIES
• Organise the diary and commitments of the Programme Director including the scheduling of formal meetings and take notes/minutes at meetings as required.
• Administer Board and Programme meetings, taking formal minutes to serve as an accurate record of the meetings.
• Maintain and update logging system to track correspondence.
• Manage the leadership teams travel and accommodation arrangements.
• Deal with telephone and email enquiries and ensure that messages are passed on as necessary.
• Ensure that a high quality and timely support is provided (utilising relevant Microsoft Office packages) when producing briefings, correspondence, reports, e-mails, presentations, project plans and spreadsheets.
• Record and store information using the electronic filing system to maintain corporate information in accordance with Information Governance requirements.
• Provide general administrative tasks (e.g., photocopying, faxing etc).
• Liaise with patients and public, including complaints in a sensitive, helpful manner and follow-up enquiries to ensure that, where necessary, callers have been given appropriate information.
• Ensure diplomacy when liaising with senior personnel, Chief Executives, Directors, MPs, and Board members being sensitive to needs whilst maintaining a high level of professionalism.
This advert closes on Sunday 23 Feb 2025
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