Administrative Support OfficerNHS

Job summary

Administrative Support Officer (Band 4) to work within theTransformation, OD and Improvement team.

The post holder will be required to:

Proactively engage with staff on a variety of topics and programmes.

Maintain constructive relationships with a broad range of internal and external stakeholders.

Participate in relevant internal and external working groups/ projects, services and initiatives to provide information, advice and support.

Liaise with other managers to share best practice.

Main duties of the job

The Transformation and Improvement Teams provide comprehensive support to, and assurance of, major operational improvement and transformation programmes of work across the trust.

Provides key administrative support to the Transformation, OD & Improvement Team.

Undertakes administrative procedures to support the day to day running of those projects and programmes.

Acts as the point of contact for enquiries and Trust communications.

Undertake ESR tasks for team personnel

Undertake key role in recruitment to the team such as Trac, arranging interviews

Job description

Prepare and co-ordinate meeting agendas, papers, rooms, and facilities for project or programme meetings, workshops, engagement meetings or other sessions. This will include virtual as well as face to face meetings;

Attend project or programme meetings and accurately capture minutes and/or actions where required. The post holder will be expected to keep action trackers updated which may involve following up with colleagues internally;

To support the QI programme by arranging the training sessions, maintaining the database and coordination;

Work collaboratively with Executive Assistants, senior leaders and improvement leads to coordinate, schedule and support the delivery of the Trust's Morning Improvement Huddles, including identifying speakers, managing forward plans and ensuring appropriate leadership representation and content for each session;

Support the meeting holder by assisting with meeting facilitation for the participation of the attending group members;

To create and maintain project documentation for a number of projects including project plans, GANTT charts, risk registers and action trackers;

Work with members of the team and key stakeholders to investigate the causes of any variance from plan/ delivery of targets and contribute to the implementation solutions;

Support Transformation and Improvement Managers, Leads and Officers with updating the Trust risk registers and raising any concerns with risk management;

Assist Transformation and Improvement Managers, Leads, and Officers with financial management by updating financial trackers;

Produce/draft other documents as required, including reports, narratives, template documents, spreadsheets and presentations using MS Office, ensuring work is of a high quality;

Collect, collate, analyse and evaluate data and information relating to projects and/or programmes. The post holder is expected to present such information in a clear and understandable way;

Escalate issues or barriers to project delivery to Transformation and Improvement Managers, Leads and Officers with resolutions where required;

Liaise between the Transformation and Improvement Managers, Leads and Officers with the Trust Communications Team when necessary. For example, communicating major disruptions or system changes;

Assist system administrators with the access requests and training of users.

Undertake and maintain Loggist training and competency to support the Trust's Major Incident and Emergency Preparedness, Resilience and Response (EPRR) arrangements, acting as a Loggist during incidents, exercises and business continuity events as required.

Providing day to day administrative support to Transformation OD and Improvement Leadership team including coordinating diary management, ESR tasks and support in recruitment activity for the team.

Managing the teams stationary budget and ordering stationary items for the team when required;

Supporting the Compliance Officer by providing strong governance processes through maintaining electronic project files and storing associated project documents within these;

Monitor and maintain a generic inbox, sorting and prioritising e-mails and escalating urgent requests as necessary; answer telephone calls, take messages and pass on information accurately to the relevant departments/person, acting as a point of contact for the team. The post holder will use initiative when handling these calls;

Support the team in capturing lessons learnt;

Assist with collation of internal, regional or national returns or data submissions where required, this may involve the co-ordination of returns internally:

A. Communication responsibilities Communicate and provide information to a wide range of internal and external stakeholders (which include clinical colleagues, commissioners, other NHS trusts and healthcare providers).

Act as the point of contact with the Trust Communications Team; ensuring the Team intranet page is updated, circulation of project newsletters and project communication plans.

About us

Priority will be given to colleagues identified as at risk through the Trust's redeployment process.