Job summary
- Main area
- Projects
- Grade
- NHS AfC: Band 5
- Contract
- 1 year (Fixed term)
- Hours
- Full time
- Flexible working
- Job ref
- 411-COR-24-6563283-B
- Employer
- Alder Hey Children's NHS Foundation Trust
- Employer type
- NHS
- Site
- Alder Hey
- Town
- Liverpool
- Salary
- £29,970 - £36,483 per annum, pro rata
- Salary period
- Yearly
- Closing
- 05/12/2024 23:59
Employer heading
Project Administration Manager
NHS AfC: Band 5
Alder Hey Children’s NHS Foundation Trust is a provider of specialist health care and has a presence in community outreach sites and, in collaboration with other providers, our clinicians help deliver care closer to patients’ homes by holding local clinics at locations from Cumbria to Shropshire, in Wales and the Isle of Man. The Trust also provides inpatient care for children with complex mental health needs at our Sunflower House building newly relocated, and opened on the hospital site.
We currently have more than 4,000 staff working across our community and hospital sites. We’re also a teaching and training hospital providing education and training to around 540 medical and over 500 nursing and allied health professional students each year.
As black and minority ethnic (BME) employees are currently under-represented in this area, we particularly welcome applications from members of our BME communities. All appointments will be made on merit.
You can expect a warm welcome at Alder Hey Childrens NHS Foundation Trust, our staff are friendly and welcoming. We listen to each other and work together to embed our Trusts values and behaviours. At Alder Hey we appreciate our staff and reward them with an outstanding benefits package including:
- Great flexible working opportunities
- Lease car scheme and Home Electronics Scheme
- Generous annual leave and pension scheme
- Extensive staff health and well-being programmes
Job overview
An exciting opportunity has arisen for a Band 5 Project Administration Manager: The Cheshire and Merseyside (C&M) Children and Young People’s(CYP) Transformation Programme hosted by Alder Hey Children’s NHS Foundation Trust.
The appointed candidate will be passionate about improving health and care outcomes for children, young people, and their families.
The Beyond Programme is jointly funded by NHSE and the Cheshire and Merseyside Health and Care Partnership (HCP). The Programme currently has seven workstreams which are underpinned by a focus on addressing health inequalities and integrated working.
- Emotional wellbeing and Mental Health wellbeing of CYP
- Healthy Weight and obesity
- Asthma and Respiratory Health
- Learning disabilities, difficulties and autism
- Epilepsy
- Diabetes
- Oral Health
The successful candidate must be able to travel flexibly across Cheshire and Merseyside both to attend mandated office days and face to face meetings and events as required.
Main duties of the job
The role will provide professional administrative management of the Beyond Programme, with respect to the organisation and administration of workstreams that comprise the programme portfolio and the development and implementation of such frameworks for new programmes. Accountable to the Programme Manager, the post holder will be required to work closely with, and in support of, the Project Team and Programme stakeholders, Finance managers, Business Intelligence, Communications Team, HR representatives and clinical leaders. This role will be required to ensure the maintenance of the Programme Workstreams, whilst ensuring that programme activities are well co-ordinated, closely monitored and accurately reported. The post holder will also provide day to day administrational support to the Programme team including the Programme Director.
Working for our organisation
We pride ourselves in promoting equality and valuing diversity.
All our team benefit from
Flexible working
Professional training, development and protected learning time
Career progression
Detailed job description and main responsibilities
The primary purpose of this key role is to support the team in the successful delivery of the Beyond Programme. This post is a fixed term opportunity for 12 months.
Have awareness of programme and project management methodologies (e.g. ‘Managing Successful Programmes’ (MSP) and ‘Projects Run In a Controlled Environment’ (PRiNCE 2)
Assist on specific projects on a day-to-day basis and will be expected to exercise initiative in performing this role, understanding the requirements and goals
Provide administrative support and guidance to the Programme to assist with the successful planning, design, execution, monitoring, controlling and closure of projects within the programme
Take ownership of administration of Programme Board and Programme Assurance Group; including forward planning, dissemination of papers (agenda, action log and minutes), noting of apologies, and minute taking during meeting
Set up and administer face-to-face or online meetings, ensure agendas have been set, meeting documents are collated and distributed, take minutes and manage actions logs supporting the completion of actions in a timely manner.
Lead the diary management requirements of the team including the Programme Director.
Undertake any other administrative tasks as specified by the Programme Manager or Programme Director
Managing their own workload, prioritising tasks and taking full responsibility for working independently and flexibly as part of the team
Line management responsibilities of the Programme Support Officer
Communication
Act as the first point of contact for the Programme, ensuring timely responses and effective communication with stakeholders
Maintain and analyse stakeholder database
Effective communication of complex information with internal and external stakeholders, responding to requests for information relating to programme performance and ensuring accurate, timely dissemination of programme information
Develop and support effective communication within the team and liaise with key stakeholders to maintain information flow, and to help maintain an effective working team and programme delivery
Persuades stakeholders of the importance of the project including linking with external staff
Take ownership of central inbox, responding to enquiries in a timely manner
Support the Programme Support Officer in their role
Analytical Skills
Skills for investigating a variety of issues and proposing solutions
Manage and respond to complex enquiries from Stakeholders, escalating to Programme Manager where required.
Planning and Organising Skills
Manage and coordinate the effective operation of the Programme Workstreams with regard to administration, minute taking, infrastructure, planning, delivery and resources
Organisation of events including selection of venue, provision of materials, administrative support, coordination of delegates
Co-ordination of multi-disciplinary meetings relevant to specific project or Programme Director
Maintain and organise Programme computer filing system
Physical Skills
Keyboard/typing skills
Advanced use of IT packages – MS Teams, Microsoft Word, Microsoft Excel
Responsibility for Policy/Service Development
Working with the Project/Programme Manager, identify quantifiable opportunities to improve programme management delivery and productivity, and support the development and implementation of associated project plans.
Contribute to the development of programme and project management skills and related competencies within the organisation.
Development and maintenance of standard operating procedures/policies across the Programme, including process mapping.
Responsibility for Financial and Physical Resources
To raise requisitions when requested on NEP system and work alongside Procurement to ensure timely payment of invoices
Maintain close working relationships with providers to support timely invoicing
In collaboration with the Programme, ensure that sufficient financial reporting is being applied to any additional project management resources required to support project delivery.
Responsibility for Human Resources
Line management/day to day supervision of Project Support Officer
Development of induction programme for new starters
Train new members of staff on database and filing system
Manage recruitment process through Trac on behalf of Programme Manager
Maintain Programme secondment database, and work with Programme Manager to proactively manage this
Act as point of liaison with HR for Programme leadership secondments
Responsibility for Information Resources
Supporting the use of the Trust risk management system being correctly applied and utilised to identify, categorise, mitigate and manage any risks arising from the work of the programme.
Manage, maintain and develop computer filing system
Uses a range of IT programmes to create reports
Responsibility for Research and Development
Contribute to a culture of continuous improvement
To be an exemplar of positive action and advocacy for the programme.
Freedom to Act
Work is managed rather than supervised on a day to day basis
Work on own initiative and display a high level of autonomy within role
Physical Effort
Light physical effort
Combination of sitting/standing/walking
Frequent light effort for several short periods
Mental Effort
Frequent concentration required for checking accuracy of documents and minutes
Work pattern unpredictable due to busy nature of the role
Emotional Effort
Exposure to distressing circumstances is rare
Working Conditions
Office conditions
May be required to travel across Cheshire and Merseyside using own vehicle or public transport
Working within the Beyond CYP Transformation team, providing a reliable and confident service , ensuring your work is accurate, on time and clearly communicated.
Key attributes and experience required include:
- Helpful, open and friendly attitude
- Keen to learn and develop skill base
- Able to work flexible hours
- Present a positive image of the Trust
- Significant experience working as PA at a senior level
- NHS experience
Communication and Relationship Skills
- Excellent verbal and written communication
- Accurate typing skills
- Accurate minute taking
- Attention to detail
- Ability to cope under pressure
- High organisational skills
- Ability to work flexibly within a team environment
- Ability to deal with sensitive/confidential issues
Person specification
Qualifications
Essential criteria
- Educated to degree level or equivalent experience
- IT Skills
Desirable criteria
- Recognised Project Management Qualification or demonstrable equivalent experience
- Minute Taking course
Experience
Essential criteria
- Proven experience of working in an administrative role, including maintaining office system
- Experience in developing effective administrative systems and processes
- Experience of arranging meetings and taking minutes
- Financial systems and administration
Desirable criteria
- Experience of working within the NHS
- Management knowledge or equivalent experience
- Demonstratable experience in dealing with the public and dealing with sensitive and complex information
Knowledge
Essential criteria
- High degree of computer literacy including advanced knowledge of the MS Office Suite inc. Word, Excel, PowerPoint and Office 365 (SharePoint)
Desirable criteria
- Developed knowledge of relevant current issues in health and social care
- Knowledge and experience of a formal project management methodology
Skills
Essential criteria
- Excellent verbal and written communication skills
- Ability to work on own initiative
- Ability to develop effective working relationships with both colleagues and stakeholders
- Ability to prioritise own workload and work to defined timescales
- High degree of attention to detail
Desirable criteria
- Strong stakeholder management
- Ability to analyse information and present it in a clear and concise way
- Problem solving skills and ability to respond to sudden unexpected demands
Employer certification / accreditation badges
Applicant requirements
The postholder will have regular contact with vulnerable people and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Catherine Williams
- Job title
- Programme Manager
- Email address
- [email protected]
- Additional information
For queries 27- 30 August please contact Lara Ashton @ [email protected]
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