PMO Administrator

We are looking for an experienced Administrator to join Ealing BBP Programme Management Office (PMO) on a 12 month fixed term contract or secondment basis.

The post holder will provide comprehensive, effective, confidential, and professional administration support to the PMO team. They will define and set up administration systems and structures that support effective service delivery.

The post holder will work as part of the Ealing BBP (Borough Based Partnership) PMO Team.

Ealing BBP is an informal partnership of local organisations working together to improve health and care for residents in Ealing. The partnership includes Ealing Council, the Ealing borough team of North West London CCG/Integrated Care Board, primary care and voluntary sector representatives, and West London NHS Trust as the local lead NHS provider of mental and community physical

healthcare services.

Partners across the wider Ealing health and care community are united in a single ambition and a transformation agenda to create a clinically, socially and financially sustainable health and care system that will improve health and wellbeing across the population of Ealing.

The post holder is responsible for the provision and organisation of high quality administrative and secretarial services that support the efficient running of the Ealing Borough Based Partnership (BBP) Project Management Office, with a particular focus on the delivery of our Accelerator programmes.

The post holder will be responsible for the organisation, management and oversight of the BBP PMO and its committee meetings and some place-based meetings.

The post holder will ensure meetings are efficiently planned, coordinated and organised, so that meetings run smoothly and efficiently, by co-ordinating the overall committee schedule, preparing all relevant correspondence and papers and ensuring accurate and open communication with BBP Board members, other members of the PMO team and other internal and external stakeholders.

West London NHS Trust is one of the most diverse providers of mental health, community and social care in the UK.

Our 3,982 staff care for people in hospital and in the community, helping them to recover and go on to lead full and productive lives. We aim to be the best organisation of our kind in the country.

We provide care and treatment for more than 800,000 people living in the London boroughs of Ealing, Hammersmith & Fulham and Hounslow, delivering services in the community (at home, in GP surgeries and care homes), hospital, specialist clinics and forensic (secure) units.

We’re rated good overall by the Care Quality Commission (CQC).

Together, we’re committed to promoting hope and wellbeing, working with patients, service users, carers, families and partners across the communities we serve.

We are keen to ensure that our workforce reflects the community it serves, particularly in terms of ethnicity, gender, disability, LGBTQ+ and experience of mental illness.

The post holder is responsible for the provision and organisation of high quality administrative and secretarial services that support the efficient running of the Ealing Borough Based Partnership (BBP) Project Management Office, with a particular focus on the delivery of our Accelerator programmes.

The post holder will be responsible for the organisation, management and oversight of the BBP PMO and its committee meetings and some place-based meetings.

The post holder will ensure meetings are efficiently planned, coordinated and organised, so that meetings run smoothly and efficiently, by co-ordinating the overall committee schedule, preparing all relevant correspondence and papers and ensuring accurate and open communication with BBP Board members, other members of the PMO team and other internal and external stakeholders.

Specific Duties & Responsibilities
- Co-ordinate the BBP ODG Boards and related BBP programme boards on behalf of the organisation and provide high quality administrative services which ensure their smooth running
- Manage and publish the overall schedule of Board and committee meetings, ensuring these are available to key stakeholders and committee members as appropriate and to ensure no conflict of timetable for key attendees
- Liaise with the regular attendees to co-ordinate attendance at meetings and confirm a timetable of meetings for the year
- Act as the point of contact to deal with questions for the BBP Board, PMO, Trusts and place-based partners
- Act as a liaison point for members and other interested colleagues and provide relevant guidance or information
- Ensure that complex and business sensitive information relating to the Board and associated committees is communicated effectively and to the appropriate parties
- Provide specialist secretarial/administration for the PMO team using appropriate software packages within set timescales and to a high standard of accuracy and presentation
- Manage the electronic diary for the directorate