Job summary
- Main area
- Human Resources
- Grade
- Band 5
- Contract
- 18 months (Fixed Term Position)
- Hours
- Full time - 37.5 hours per week
- Job ref
- 384-RD-EMF17563
- Employer
- Royal Surrey NHS Foundation Trust
- Employer type
- NHS
- Site
- HR
- Town
- Guildford
- Salary
- £31,469 - £38,308 Pro Rata Per Annum inc. HCAS
- Salary period
- Yearly
- Closing
- 07/01/2025 23:59
- Interview date
- 14/01/2025
Employer heading
Portfolio Coordinator and Office Manager
Band 5
Job overview
Are you ready to be part of a team leading large scale workforce change in one of the UK's most dynamic and collaborative healthcare environments? Royal Surrey NHS Foundation Trust is seeking a skilled Portfolio Co-ordinator and Office Manager to join the Surrey Heartlands People Scaling team.
Are you a highly organised and proactive individual with a talent for juggling priorities? We’re looking for a Portfolio Coordinator & Office Manager to join our dynamic People Scaling team, supporting key programme initiatives and providing essential administrative support to the Programme Director.
In this dual role, you’ll:
• Coordinate strategic projects under the People Scaling Strategy, ensuring milestones are met and stakeholders stay aligned.
• Organise workshops, track deliverables, and provide administrative oversight for programme documentation.
• Provide first-class office support, managing diaries, preparing correspondence, and arranging meetings for the Programme Director.
Main duties of the job
The Portfolio Coordinator and Office Manager provides essential dual support within the People Scaling Department, working closely with the Programme Director and Senior Programme Manager to ensure the effective coordination and administration of key programme initiatives. The post holder will be responsible for overseeing the logistical and administrative aspects of the programme, including coordinating meetings, managing project documentation, tracking milestones, and organising workshops and events.
In addition to their programme coordination duties, the role involves providing comprehensive Office Manager support to the Programme Director. This includes managing the Director’s diary, scheduling and preparing for meetings, handling correspondence, and ensuring timely follow-up on actions. The post holder will ensure that the Programme Director is fully supported in their day-to-day activities, enabling them to focus on strategic priorities.
The post holder will act as the central point of contact for both internal and external stakeholders, ensuring effective communication across multiple organisations, including Surrey Heartlands ICS and other partner NHS Trusts. They will take responsibility for preparing reports, taking minutes during key meetings, and ensuring that all programme-related documentation is kept up to date and accessible to relevant stakeholders.
Working for our organisation
Royal Surrey is a compassionate and collaborative acute and community Trust. Recognising that our 5000 colleagues are our greatest strength, we offer a comprehensive health and wellbeing program along with a commitment to developing and advancing your career. Our diverse and welcoming Royal Surrey family will ensure you that you feel valued from your initial interview through your entire tenure.
We are clinically led and provide joined up care by bridging the gap between hospital and community services alongside regional specialist cancer care. Our main acute hospital site is in Guildford with community hospital sites at Milford, Haslemere and Cranleigh. We provide adult community health services in homes across Guildford and Waverley.
The Care Quality Commission (CQC) have given us an overall rating of Outstanding.
Royal Surrey has a strong reputation and history to build on. We are proud of our achievements and we are investing in our colleagues through our commitment to supporting professional development as well as investing more than £45 million in our physical environment and new equipment in the next few years. There has never been a better time to join us.
Although it isn't the Trusts normal practice, adverts may close early, so you are encouraged to submit an application as soon as possible.
A video about the Royal Surrey - https://www.youtube.com/watch?v=R96pMboIYdo
Detailed job description and main responsibilities
The Portfolio Coordinator and Office Manager is a critical support role within the People Scaling Department, responsible for ensuring the smooth operation of key programme initiatives and providing dedicated administrative support to the Programme Director. The post holder will act as a central figure in the coordination and delivery of various strategic projects under the People Scaling Strategy, working closely with the Senior Programme Manager and Programme Director to manage timelines, coordinate meetings, and track project milestones.
In their capacity as Office Manager, the post holder will manage the Programme Director’s daily schedule, ensuring that meetings are organised efficiently, correspondence is handled promptly, and key administrative tasks are completed. This includes diary management, arranging meetings with internal and external stakeholders, and ensuring that the Programme Director is prepared with all necessary documentation for each engagement.
As Portfolio Coordinator, the post holder will support the planning and execution of programme activities, assisting with the organisation of workshops, tracking project deliverables, and providing administrative oversight for programme documentation. They will be responsible for taking minutes during key programme meetings and ensuring that actions are followed up effectively, while also liaising with stakeholders across multiple organisations to facilitate the smooth running of programme operations.
This role requires a proactive, organised individual who can manage competing priorities and work independently, ensuring both the operational needs of the Programme Director and the wider programme objectives are met. The successful candidate will be a key contributor to the department's success, ensuring effective communication, seamless coordination, and the timely delivery of programme outputs, while also providing high-quality PA support to the Programme Director.
Person specification
Qualifications
Essential criteria
- Relevant experience demonstrating strong organisational and administrative skills OR education to degree level (or equivalent)
Desirable criteria
- Formal administrative qualifications such as NVQ Level 3 in Business Administration or similar.
- Formal project management qualification/training.
Knowledge and Experience
Essential criteria
- Proven administrative experience
- Significant PA/Secretarial Experience at Director level, including diary management, meeting coordination, and minute-taking.
- Experience supporting programme or project management activities, such as tracking milestones, preparing reports, and coordinating events or workshops.
- Proven ability to work with senior stakeholders, managing schedules and responding to administrative needs in a timely and professional manner.
- Experience handling sensitive and confidential information in line with GDPR and NHS data protection standards.
Desirable criteria
- Experience working directly with senior leadership or management teams, providing high-level administrative and project support.
- Previous experience within a programme or project management office (PMO) in the NHS or a similar public sector environment.
- Understanding of workforce transformation initiatives within the NHS
Employer certification / accreditation badges
Documents to download
Further details / informal visits contact
- Name
- Jade Winnett
- Job title
- Senior Programme Manager
- Email address
- [email protected]
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