The Improvement, Transformation and PMO Directorate has a vital role in the delivery of change across the Trust. The directorate contains the following functions:
The Programme Management Office, which has responsibility for the running of projects and programmes across the Trust.
The Improvement and Transformation Team, which helps educate, guide and develop change choices within our services across the Trust.
The Financial Transformation Team, which uses award winning methodologies to help services generate savings and efficiencies.
The Digital Partnerships Team, who help guide our services towards the implementation of new digital products and effective digital working.
Based, within the PMO, this role will help all the above teams co-ordinate their work and support across a wide variety of administrative needs and tasks.
Administrative:
· Provide administrative support toImprovement, transformation and PMO Directorate staff, ensuring that tasks are undertaken in a timely manner and to a high standard.
· Maintain Team documentation libraries, databases, trackers and other resources.
· Co-ordinate the completion of Freedom of Information (FOI) requests, ensuring that requests are completed in the time specified.
· Provide advice to customers regarding prioritisation processes and act as a point of contact for enquires, providing updates to customers as and when required.
· Attend meetings, and take and produce notes/action for the approval of Managers, taking follow up action as appropriate.
· Assist with the organisation of regular/ad hoc meetings with customers, suppliers.
· Manage room booking processes.
· Manage the procurement of office and IT equipment for the wider team.
Communication:
· To manage the office processes acting as the focal point for enquiries with staff, and visitors.
· To manage all incoming mail, redirecting mail when necessary and ensuring that all urgent items are brought to the attention of the appropriate member of staff immediately. Prepare draft responses as required
With over 19,000 staff, we are one of the biggest employers in the city with a central role in supporting the health and wellbeing of our local population. We play a leading role in research, education and innovation.
Come and join our wonderful team at NUH. We are big believers in diversity and welcome new ideas to help develop our team in order to deliver world class healthcare to the vast patient populations we serve. With endless personal development opportunities available, at NUH we will endeavour to turn your job into a career!
We particularly welcome applications from people who identify as Black, Asian and Minority Ethnic, or Disabled, as we are striving to be better represented at NUH.
The Improvement, transformation and PMO Directorate plays a vital role in the innovative delivery and ongoing support of change at NUH and its wider Health and Social care partners. We provide specialist expertise in a wide range of areas including Project Management, service Improvement, business functions, change prioritisation and information governance, Project Management and business and clinical service delivery teams. Our multidisciplinaryteam shares a common goals to help out Trust provide the best possible experience for patients.
The post holder will provide comprehensive business and administrative support to the Improvement, transformation and PMO Directorate, ensuring a professional and efficient service at all times.
The post holder will need to work autonomously and will be responsible for implementing an administrative processes to support the effective running of the team and delivery of the service. They will be responsible for ensuring daily management of email inboxes, telephone calls and other correspondence is dealt with in a timely manner. Assist members of the wider team with scoping tracking and responding to customer queries including documenting the requirements of customers and tracking progress; arranging meetings and producing reports for internal use and wider. The post holder will also be responsible for co-ordinating and managing the collation of Freedom of Information requests.
The team is based at the City Hospital campus, although the post holder will be required to work across all Trust sites with the opportunity for flexible working including hybrid working from home.
KEY JOB RESPONSIBILITIES
Administrative:
· Provide administrative support toImprovement, transformation and PMO Directorate staff, ensuring that tasks are undertaken in a timely manner and to a high standard.
· Assist with the production and co-ordination of performance reports on a monthly basis, ensuring that documents presented are of a high quality and consistency is maintained.
· Maintain Team documentation libraries, databases, trackers and other resources.
· Co-ordinate the completion of Freedom of Information (FOI) requests, ensuring that requests are completed in the time specified.
· Produce reports to escalate Freedom of Information (FOI) requests that are overdue to management.
· Produce slides for the purposes of presenting information at a variety of meetings.
· Provide advice to customers regarding prioritisation processes and act as a point of contact for enquires, providing updates to customers as and when required.
· Co-ordinate the production and completion of information reports to ensure that they are processed in an orderly and timely fashion. Invoke the escalation process where there is deviation in process requests are not being progressed in a timely manner.
· Support customers in the production of resource requests, ensuring that their business requirements are fully understood and documented.
· Assist with the scoping process, seeking advice from suppliers and colleagues as and when required in order to provide a quotation.
· Produce handover documents to ensure that confirmed/funded work is completed in line with the timescales agreed with the Customer.
· Support the teammates in the preparation, circulation and updating of management and quality documents, and communications products such as, PowerPoint presentations and website content.
· Assist the Business Development Team toraise the profile, awareness and understanding of Change processes and encourage compliance with these processes.
· Attend meetings, and take and produce notes/action for the approval of Managers, taking follow up action as appropriate.
· Assist with the organisation of regular/ad hoc meetings with customers, suppliers.
· Manage room booking processes.
· Manage the procurement of office and IT equipment for the wider team.
Communication:
· To manage the office processes acting as the focal point for enquiries with staff, and visitors.
· To manage all incoming mail, redirecting mail when necessary and ensuring that all urgent items are brought to the attention of the appropriate member of staff immediately. Prepare draft responses as required
· To deal with a range of complex queries in the absence of other team members ensuring matters are assigned to relevant members of staff
Other Duties:
· To undertake any other duties that may reasonably be required.
This advert closes on Friday 6 Dec 2024