Digital Directorate Administrator

4 months ago

Liverpool, United Kingdom The Clatterbridge Cancer Centre NHSFT Full time

**Communication**: Communicate effectively with all digital services team members and staff across the organisation including senior leaders, clinicians and representatives from other hospitals and organisations as appropriate. Support the diary management and administration activities for the Chief Information Officer and Heads of Service. Arrange and coordinate meetings as required. Provide administrative support for meetings to include; minute taking, actions logs, preparation of draft agendas, collation of papers, distribution of finalised agendas and packs, and tracking of follow up actions and deadlines Co-ordinate and facilitate appropriate communication channels to support the effective sharing of information in Digital PMO work streams Ensure a sensitive approach to the communication of information and data, verbally, and in writing, in areas of possible or known conflict.

Provide relevant documentation and other information, to support CIO, Heads of Service and Digital PMO team members, as appropriate, including the creation of formal documentation Analytical and Judgement Skills Support in the processing and presentation of quantitative and qualitative data to support analysis of project, specifically to support reports and presentations; Support reviews of programme and project activity as required to assist the Digital PMO in managing the delivery of the Trusts strategic objectives. Exercise judgment in the communication of information and data, verbally, and in writing, particularly in areas of possible or known conflict or corporate sensitivity relating to Digital PMO workstreams and projects. Direct queries within a timely manner to the appropriate Digital Team Act on own initiative to make judgements involving facts / situations requiring analysis and comparison of a range of potential options. Planning and Organisational Skills Planning and organisation of straightforward tasks, activities or work streams, some of which may be ongoing, including meetings, conferences, seminars and workshops.

Co-ordinate the collation of evidence, in preparation for assessment, of the audit and performance management requirements, which are generated by internal and external agencies / organisations interfacing with the Digital services team. Organise and maintain an efficient, effective and up-to-date tracking system and shared working space to ensure information is kept securely; Co-ordinate configuration libraries of project initiatives, including mechanisms to record and monitor progress relating to risk registers, issue logs, highlight reports, action logs, project status at a glance reports, and overall performance reports Order goods, supplies, and services relevant to the delivery of PMO areas of work and administration, including activities linked to travel, conference/meetings, event planning, and subsistence for Digital PMO team members. Responsibility for Financial and Physical Resources To place orders for the division using the Iproc system and receipting items when arrived. To ensure that invoices are paid following receipt of goods.

Co-ordinate outside agency visits including room bookings, catering and ensuring relevant finances are reimbursed via the debtors notification process Inform of any supply or equipment that may need to be replaced/re ordered. Ensure that equipment is used appropriately and report any non-functioning equipment Responsibility for Patient and Client Care Assists patients, relatives and other members of the public during incidental contacts Responsibility for Policy and Service Development Implements policies for own work area and proposes policy or service changes which impact beyond own area of activity. Responsible for development and management of policies/standard operating protocols relating to PMO project software, including document libraries, and supporting compliance with such approaches when interfacing with other members of the trust relating to PMO activities Responsibility for Human Resources To assist in the smooth running of the service. In collaboration with the team, participate in the induction, orientation and the demonstration of procedures for new staff within Digital Services.

Ensure new starters within Digital PMO have their required equipment and access rights Organise interview rooms and chaperone interviewees, confirming ID, as required Take responsibility for identifying own personal development needs, in conjunction with the line manager for the post. Responsibility for Research and Development To fully participate in audits, projects, new procedures, research and otherwise support internal monitoring to facilitate continual improvement of the service, and personal development. Freedom to Act Objectives will be set by Chief Information Officer / Digital Project Team Leader but has responsibility to manage own workload and work independently within defined policies. Works from initiative, using own judgement, acquired knowledge and tac

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