Project Support Officer, Band 4- Digital

3 months ago

Gloucester, United Kingdom Gloucestershire Hospitals NHS Foundation Trust Full time

This role will contribute to the smooth running of the Digital Transformation team by providing co-ordination and administrative services.

The postholder will provide a highly comprehensive and confidential support to the team, ensuring effective communication on confidential matters on a day to day basis with a number of different parties, both internal and external to DPS

The Project Support Officer (PSO) will arrange and organise a programme of meetings to support all team matters, which may also include in diary co-ordination, prepare agendas, amendment and formatting of reports, data checking, and accurately recording actions and decisions.
- Acting as a point of contact and passing on relevant information to appropriate team members sensitively and autonomously
- Managing the electronic diary for the department, including arranging and changing appointments, prioritising these as appropriate
- Maintaining the teams website page to ensure that it is kept up to date
- Ensure that all project and programme documentation is shared and accessible across the team
- Engage with key stakeholders and staff were necessary to ensuring all project plans, actions, risk logs and trackers are kept up to date
- Undertake the storing, configuration and management of electronic data
- Undertaking administrative duties to support the Project Managers
- Maintaining up-to-date distribution and contact lists
- Scheduling and arranging meetings, preparing agendas and recording actions and decisions
- Organizing and planning Digital Transformation team events
- Managing 'Small Projects' (under supervision)

**Note**: The job description and person specification are an outline of the tasks, responsibilities and outcomes required of the role. The job holder will carry out any other duties as may reasonably be required by their line manager. The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the Department and the Organisation.

Gloucestershire Hospitals NHS Foundation Trust is the largest employer in the county and with over 8,000 staff, we are one of the largest NHS trusts in the UK. We offer a generous annual leave allowance, excellent bank rates, access to the excellent NHS Pension Scheme, discounts for local shops, restaurants and services, access to our health and well-being hub, access to our two on-site nurseries, flexible working options, discounted public transport, reward and recognition schemes, exercise and activity classes and membership to our popular hospital choir.

DIMENSIONS
- Provide a competent and effective standard of support to the Digital Transformation team to ensure the smooth running of programmes and projects.
- Communicate effectively with a range of people on a variety of project matters across multiple organisations and with people at Board Level.
- Maintain a library of project files and outputs including strict version control and utilising protocols for change control of documentation.
- Coordinate the progress reporting and the management and arrangement of meetings to number of strategic projects and programmes
- Ensure effective communication between project teams and partner organisations acting as the first point of contact for enquiries from end users.

KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED
- Word processing and text processing RSA Stage III or equivalent experience / ability
- Ability to create and update spreadsheets and databases
- Ability to pick up new skills including specialised IT systems and project management tools
- Proven organisational skills with the ability to prioritise workload and work to deadlines.
- Ability to plan and organize complex activities or programmes
- Good communication and social skills with a good command and understanding of English, punctuation and grammar
- Ability to communicate information even in evolving projects when messages may change
- Ability to work flexibly within a team, quickly and accurately
- Ability to use own judgment, initiative and identify and advise on own training needs
- Motivated and innovated, taking the lead on service improvement and new ways of working/delivering targets

KEY RESULT AREAS
- Assist the Programme and Project managers with the development and preparation of project plans
- To update plans and project documentation as required and/or directed by the Programme / Project Manager
- Assist in the updates and maintenance of the project Risk & Issue (RAID) logs
- To communicate national or project related standards and policy documents/communiqué’s to relevant members of the project team
- To represent the project and its issues to other stakeholder groups as required at all stages of project development
- Undertake project audits or surveys as required, including undertaking initial analysis of results
- To maintain project files and documentation, including the correct protocols for change control, versions and distribution of new copies

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