Project Support Manager / Workstream Lead
The role of IT Workstream Lead / Project Support role is a fundamental position within the Digital Programme Management Office (DPMO) that sits within the wider Digital Services department. This role requires the successful applicant to work independently, manage small work streams, and liaise confidently with stakeholders while creating and maintaining work stream documentation such as project plans within Monday.com.
Main Duties of the Job
The post-holder will manage work streams by setting up and maintaining programme/project documentation, producing regular and ad hoc project reports, serving as a main point of contact as required, conducting research and development, monitoring work stream risks, and supporting work stream meetings and events. The post-holder will also take ownership of the delivery of identified workstreams across Digital Services under the supervision of the Digital Programme Managers and Head of DPMO, working closely with IT services when required.
About Us
We are an acute trust caring for over half a million people in Wakefield and Kirklees. Our 10,000 staff work in patients' homes, the community, and our three hospitals in Pontefract, Dewsbury, and Pinderfields (Wakefield). We prioritize our people and values to deliver the best possible care to patients. Our team is friendly, passionate, and innovative, always seeking better ways to work.
We support work-life balance and foster a diverse, inclusive environment where everyone belongs. Our staff networks offer safe spaces to share ideas and concerns to increase awareness and appreciation of equality, diversity, and inclusion. We welcome applicants from all backgrounds and especially encourage members of the LGBTQ+ community, ethnic minority groups, and people with disabilities or neurodivergence to apply, as they are currently underrepresented in the Trust.
If you value caring, high standards, improvement, and respect, join our team to make a difference every day.
Job Responsibilities
Key Responsibilities
1. Independently manage small work streams and liaise confidently with stakeholders.
2. Create and maintain work stream documentation in the form of spreadsheets, reports, and minutes, using applications such as MS Project and Excel.
3. Support the Head of IT Programme Management with maintenance of complex programme plans in electronic format.
4. Complete regular and ad hoc work stream reporting in electronic format.
5. Effectively communicate information related to the work stream throughout the developmental stage.
6. Liaise with 3rd party suppliers and internal/external stakeholders as required.
7. Provide administrative support for programme/project meetings, taking minutes and circulating papers where necessary.
8. Maintain work stream risk logs, identifying the need for escalation where appropriate.
9. Maintain the team's SharePoint area, ensuring information remains up to date and creating new pages/sites as required.
10. Manage, maintain, and update the IT PMO document structure in line with department standards.
11. Contribute to the delivery of the MY Digital Future.
12. Persuade staff of the importance of the project, negotiate with and motivate sites on project delivery, including linking with other initiatives, communicate sensitive information about performance and change, and make routine presentations.
13. Lead on the coordination and creation of business cases for IT Services.
14. Provide support for business cases external to IT services.
15. Support the external business cases through the relevant approval processes while maintaining service ownership of the business case.
16. Support the standardization of business case financial processes.
17. Coordinate and provide updates on the progress of the capital programme, including forecasted spend and timely receipt of goods for invoicing.
18. Design, establish, and maintain an audit process for documents across the IT PMO.
19. Ensure compliance with required standards across all programmes/projects, such as standard documentation completed in agreed departmental format.
20. Act as Configuration Librarian for the electronic filing structure for all project and programme documentation.
21. Communicate with all levels of staff across the organization.
22. Exchange and receive confidential and sensitive information in accordance with Trust policies and procedures.
23. Work as an integral member of the IT Programme Management Office and the wider IT Services.
24. High level of computer usage; use of VDU more or less continuously.
25. Proofread and accuracy check documentation as required.
26. Resolve business problems for users on work streams where there is more than one solution to a problem.
27. Manage own workload and work independently and unsupervised but able to seek advice from the Head of IT Programme Management and the team as required.
28. Ability to work under pressure and meet conflicting deadlines and targets.
29. Flexible, well-organized, and self-motivated.
30. Ability to deal with conflicting workloads.
31. Receive and take messages both electronically and verbally.
32. Support new starters to the team and demonstrate office systems/work processes as required.
33. Undertake surveys in relation to own work and to programmes/projects as required.
34. Actively participate in all team/departmental events and activities.
Person Specification
Qualifications
1. Degree level or ability to demonstrate equivalent experience.
2. PRINCE2 Foundation or equivalent.
3. ECDL.
Experience
1. Experience of Microsoft Office applications, particularly Word and Excel.
2. Experience of dealing with staff at all levels in the organization.
3. Experience of creating and maintaining electronic filing systems.
4. Experience of using SharePoint.
5. Expertise within project management, underpinned by theory and practical experience from PRINCE2 Foundation.
6. Knowledge of specific area, acquired through diploma or equivalent experience or training, plus further management knowledge or experience to degree level equivalent.
7. Experience of setting up a project management office or implementing new processes.
8. Experience of Microsoft Project.
9. Experience of Microsoft Visio.
Knowledge and Awareness
1. Awareness of own limitations.
2. A willingness to undertake further training as required and evidence of ongoing commitment to personal development.
Skills and Abilities
1. Advanced keyboard skills.
2. Excellent communication skills, both written and verbal.
3. Highly developed administrative skills.
4. Ability to accurately proofread documents.
5. Ability to absorb new information and pass it on to others.
6. Understanding of Trust Security & Confidentiality Policy.
7. Provide and receive complex information; persuasive, motivational, negotiating, training, and presentation skills are required.
8. Ability to analyze assessments and resolve failures to meet project standards.
9. Plan and organize complex activities or programmes, requiring formulation and adjustment.
10. Plan elements of a work stream across site(s).
11. Management of budgets in relation to projects/workstreams.
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