Job summary If you enjoy project management, have good communication skills, and are interested in a role that can make a difference, we have the opportunity for you We are looking for a Project Coordinator to join our team and provide vital support to our Strategic Projects Team within the NHS ESR Central team. This role is the perfect step up into a rewarding career within the NHS. If you have experience in project work, or programme administration, and are confident in coordinating activities with competing priorities to deliver positive changes to systems across the NHS, then this is the role for you. You'll be liaising with stakeholders at all levels and will need to help the team keep projects on track and communicate updates. You will have the opportunity to work on national and strategic initiatives to bring benefits to the wider NHS and users of the ESR workforce system. Whilst this role is home based, infrequent travel will be required to attend team meetings. You will support in producing project documentation that clearly and concisely reflects progress, as well as helping to coordinate and administrate project governance. Flexibility will be important as you will be required to work across different programmes of work at any one time, contributing to multiple deliverables as part of the Project Team, so every day will be different Interviews will be held remotely via Ms Teams in February 2025. Main duties of the job Support the Project Team in the general day to day running of Projects and Programmes, ensuring compliance with methodologies, Information Governance and Programme Management Office (PMO) standards. Provide administrative support to the Project Team. This will involve organising and attending meetings (virtual and in person), distributing associated documentation, and taking formal meeting minutes. Where necessary, the role will involve covering for the Deputy Project Manager. Assist in collating, collecting and analysing data to support the compilation of reports. Assist in creating user-facing and internal written documentation, such as FAQs, Functional Specifications, News Articles and Briefing Papers. Communicate confidently with, and assist in delivering presentations to, a wide range of internal and external stakeholders. Work with the Business Analyst, Deputy Project Manager and Project Manager to gather and analyse user requirements in the design of new system interfaces and enhancement requests. Monitor the progress of implementation projects and report risks, issues and actions. Travel to team meetings and client sites in line with the business need. About us Here at the NHS Business Services Authority (NHSBSA), what we do matters. We manage the NHS Pension scheme, process prescription payments and much more. Our services are used by NHS organisations, contractors and the public: we're proud to be part of something meaningful, that touches millions of lives. We design our services around customer needs and place people at the heart of our organisation. That's why when you join us, you'll be empowered and supported to help your career grow. As one of the UK's Best Big Companies to work for, we're connected to our values: Collaborative, Adventurous, Reliable and Energetic. We care about our people, our purpose, and your progress. We strive to offer a fantastic colleague experience, where every colleague is heard, supported and respected. Wellbeing, diversity and inclusion is at the centre of this, and you can join our Lived Experience Networks who help us bring our authentic selves to work. We're committed to being a flexible employer and we try to offer a working pattern that suits you where possible, through hybrid working, flexible hours and more. Alongside a competitive salary with pay progression, we offer a people-centric benefits package, connecting you to the rewards and benefits you value most Ready to join us in delivering business service excellence to the NHS, helping people live longer, healthier lives? Apply today and see where the NHSBSA can take you. We are people connected to care. Date posted 17 January 2025 Pay scheme Agenda for change Band Band 5 Salary £29,970 to £36,483 a year Contract Permanent Working pattern Full-time Reference number 914-BSA4938 Job locations Home based Homes based NE15 8NY Job description Job responsibilities The Project Coordinator role is an entry level role for Project Management within the NHSBSA and enables the successful candidate to develop further via hands-on experience, the required knowledge and skills in coordinating and managing projects and developing their professional capability and confidence. The role involves working with and supporting the ESR Projects Team to coordinate the delivery of business change initiatives, manage small projects and/or workstream(s) within projects or programmes, alongside providing key administrative support. The job requires coordinating activities with team members, Third-Party System Providers, NHS Organisations, ESR systems users and other national stakeholder groups through effective communication and by maintaining project documentation. The role will involve reporting on project delivery, risk management, resource management and supporting the end-to-end delivery of assigned project/work package outcomes and benefits. In this role, you are accountable for: 1. Coordinating and managing delivery of allocated projects in accordance with NHSBSA ESR Frameworks and processes, ensuring compliance with the agreed standards 2. Supporting the delivery of assigned project/work packages to agreed time/cost/quality/benefits. 3. Assigning tasks to Project Team members to ensure completion and delivery of work and coordinating the delivery of actions 4. Communicating progress to the Project Team and wider stakeholders 5. Working with colleagues and internal and external project team members to drive delivery of project/work package ensuring importance of the project is understood 6. Managing workload and proactively prioritising and escalating blockers and/or conflicting priorities to ensure on time delivery of projects/ work packages 7. Conduct regular, timely and accurate performance reporting of project as appropriate for project 8. Support the implementation of the project methodology as directed by the Programme or Project Manager 9. Participate in relevant internal and external working groups, services, and initiatives which may be highly complex, sensitive, political, and contain contentious information with the aim of providing information and advice to the teams. 10. Ensuring lessons learned from current/concurrent/closed programmes/projects informs the effectiveness of project/work package delivery 11. Present project status updates to the ESR Projects Team and wider stakeholders as required 12. Communicate project status using variety of media ie presentations, written and verbal reports, stand ups etc 13. Contribute to key project and team documentation as directed by the Project Manager/Lead 14. Take ownership of coordinating internal and external meetings and distributing high quality meeting notes 15. On-going learning, personal and professional development 16. Contributing to the ongoing continuous development of the Programme function as a whole In addition to the above accountabilities, as post holder you are expected to: Undertake additional duties and responsibilities in line with the overall purpose of your role and as agreed by your line manager. Deputise for the Deputy Project Manager and/or Project Manager as and when required. Demonstrate NHSBSA values and core capabilities in all aspects of your work.Foster an environment where your own and colleagues safety and well-being is promoted.Contribute to a culture which values diversity and inclusion. Comply with NHSBSA policies, procedures, and protocols as they apply to your role. Travel to internal and external meetings and events as required. Job description Job responsibilities The Project Coordinator role is an entry level role for Project Management within the NHSBSA and enables the successful candidate to develop further via hands-on experience, the required knowledge and skills in coordinating and managing projects and developing their professional capability and confidence. The role involves working with and supporting the ESR Projects Team to coordinate the delivery of business change initiatives, manage small projects and/or workstream(s) within projects or programmes, alongside providing key administrative support. The job requires coordinating activities with team members, Third-Party System Providers, NHS Organisations, ESR systems users and other national stakeholder groups through effective communication and by maintaining project documentation. The role will involve reporting on project delivery, risk management, resource management and supporting the end-to-end delivery of assigned project/work package outcomes and benefits. In this role, you are accountable for: 1. Coordinating and managing delivery of allocated projects in accordance with NHSBSA ESR Frameworks and processes, ensuring compliance with the agreed standards 2. Supporting the delivery of assigned project/work packages to agreed time/cost/quality/benefits. 3. Assigning tasks to Project Team members to ensure completion and delivery of work and coordinating the delivery of actions 4. Communicating progress to the Project Team and wider stakeholders 5. Working with colleagues and internal and external project team members to drive delivery of project/work package ensuring importance of the project is understood 6. Managing workload and proactively prioritising and escalating blockers and/or conflicting priorities to ensure on time delivery of projects/ work packages 7. Conduct regular, timely and accurate performance reporting of project as appropriate for project 8. Support the implementation of the project methodology as directed by the Programme or Project Manager 9. Participate in relevant internal and external working groups, services, and initiatives which may be highly complex, sensitive, political, and contain contentious information with the aim of providing information and advice to the teams. 10. Ensuring lessons learned from current/concurrent/closed programmes/projects informs the effectiveness of project/work package delivery 11. Present project status updates to the ESR Projects Team and wider stakeholders as required 12. Communicate project status using variety of media ie presentations, written and verbal reports, stand ups etc 13. Contribute to key project and team documentation as directed by the Project Manager/Lead 14. Take ownership of coordinating internal and external meetings and distributing high quality meeting notes 15. On-going learning, personal and professional development 16. Contributing to the ongoing continuous development of the Programme function as a whole In addition to the above accountabilities, as post holder you are expected to: Undertake additional duties and responsibilities in line with the overall purpose of your role and as agreed by your line manager. Deputise for the Deputy Project Manager and/or Project Manager as and when required. Demonstrate NHSBSA values and core capabilities in all aspects of your work.Foster an environment where your own and colleagues safety and well-being is promoted.Contribute to a culture which values diversity and inclusion. Comply with NHSBSA policies, procedures, and protocols as they apply to your role. Travel to internal and external meetings and events as required. Person Specification Personal Qualities, Knowledge and Skills Essential Understanding of Project Management Principles and methodologies Knowledge of supporting project requirements and processes. Proven ability to manage priorities simultaneously and support multiple streams of work IT skills: MS Office, Miro, Outlook, etc. Ability to work independently, demonstrating initiative and problem-solving skills Excellent communication skills across a variety of media e.g written, presentations, oral. Capable of effectively managing stakeholder relations Collaborative worker/team player Strong work-ethic, taking ownership and professional pride with attention to detail Experience Essential Experience in project coordination, communication and administration Experience in using organisational PMO processes and documentation Experience of working in multi-disciplinary teams Responsibility for contributing to information resources; developing reports, documents, drawings. Experience of working with senior level stakeholders Experience of project administration and working in a project environment Qualifications Essential Educated to degree/higher education standard or equivalent experience. Further Education/Prince II Foundation/Training Course certification(s) in relevant discipline Person Specification Personal Qualities, Knowledge and Skills Essential Understanding of Project Management Principles and methodologies Knowledge of supporting project requirements and processes. Proven ability to manage priorities simultaneously and support multiple streams of work IT skills: MS Office, Miro, Outlook, etc. Ability to work independently, demonstrating initiative and problem-solving skills Excellent communication skills across a variety of media e.g written, presentations, oral. Capable of effectively managing stakeholder relations Collaborative worker/team player Strong work-ethic, taking ownership and professional pride with attention to detail Experience Essential Experience in project coordination, communication and administration Experience in using organisational PMO processes and documentation Experience of working in multi-disciplinary teams Responsibility for contributing to information resources; developing reports, documents, drawings. Experience of working with senior level stakeholders Experience of project administration and working in a project environment Qualifications Essential Educated to degree/higher education standard or equivalent experience. Further Education/Prince II Foundation/Training Course certification(s) in relevant discipline Employer details Employer name NHS Business Services Authority Address Home based Homes based NE15 8NY Employer's website https://careers.nhsbsa.nhs.uk/ (Opens in a new tab)