Band 4 Wmsde Project Assistant

7 months ago

Birmingham, United Kingdom University Hospitals Birmingham Full time

**Job summary**:
To support the Programme Manager and Project Support Officer to provide a comprehensive and full ranging administration service to the WMSDE team working within Research, Development and Innovation. Working in conjunction with colleagues, service users and stakeholders to provide an efficient service.

It is essential that the post holder exercises initiative and judgement using acquired skills and knowledge, maintaining confidentiality at all times.

The post holder is required to work on their own initiative and manage their own workload; this will require excellent planning and organisational skills. The post holder must be able to communicate information to a wide range of staff group including consultants and external stakeholders. The post holder is expected to develop a good understanding of project management and techniques. Using their own judgement, the post holder will be able to prioritise their work effectively.

**Main duties, tasks & skills required**:

- To provide a complete confidential administrative service. To ensure organisation of meetings, preparation of agendas and taking of minutes. To organise case conferences, seminars, training events and travel arrangements and assume responsibility for the daily management of the diaries. All work to be carried out on own initiative, without direct supervision and to tight deadlines, in order to achieve Trust standard and targets and KPIs.
- To provide day to day supervision to Secretaries/Administrators and plan staff rota and cover as required.
- To provide and receive complex information on a daily basis. To exercise initiative and judgement based on acquired knowledge and experience when dealing with enquiries of a clinical and non-clinical nature.
- To undertake validation of data and provide assurance.
- To provide a point of contact for stakeholders and service users, who may be highly emotional and highly distressed ensuring that any language or other communication barriers are overcome.
- To provide administrative support to the department and Senior Managers, ensuring a planned and organised service.
- To liaise with health informaticians, clinicians, clinical quality teams, IT and other stakeholders as required, to ensure the smooth delivery of the WMSDE project.
- To develop and administer issue tracking/agile project tracking tools and processes, using appropriate software (Jira, etc.)
- Assist with reviewing and implementing improved workflow

**About us**:
We are recognised as one of the leading NHS Foundation Trusts in the UK. Our vision is to Build Healthier Lives, and we recognise that we need incredible staff to do this.

Our commitment to our staff is to create the best place for them to work, and we are dedicated to:
Investing in the health and wellbeing of our staff, including a commitment of offering flexible working where we can;
Offer our staff a wide variety of training and development opportunities, to support their personal and career development objectives.

UHB is committed to ensuring that our staff are treated fairly and feel that they belong, by creating a kind and inclusive environment. This is about equity of opportunity; removing all barriers, including discrimination and ensuring each individual member of staff reach their true potential, achieve their ambitions and thrive in their work. This is more than words. We are taking action. Our commitment to an inclusive culture is embedded at all levels of the organisation where every voice is heard, driven by our diverse and active staff networks, and at Board level by the Fairness Taskforce led by our CEO. We nurture a culture which empowers staff to challenge discriminatory behaviours and to enable people to bring their 'whole self' to a kinder, more connected and bold place to work.

University Hospitals Birmingham is a Smoke-Free premises hospital.

**Job description**:
*Please Note : For a specific detailed job description for this vacancy, please see attached Job Description*

**Person specification**:
**Qualifications**:
**Essential**:

- Good General Education e.g., GCSE English and Maths A-C GCSE LEVEL 9- 4
- Business Administration NVQ level 3 or equivalent experience in an administrative environment

**Experience**:
**Essential**:

- Good Organisational skills
- Experience of managing quality policies, processes, procedures and work instructions.
- Able to use own initiative and deal with the unpredictable
- Able to work under pressure and to multi-task
- Able to work to deadlines
- Experience of supporting/managing the delivery of projects
- Previous experience of transcribing formal minutes
- Knowledge of dealing with nonroutine issues such as problem solving for an area of work

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