Project Support Officer and Directorate

6 months ago

Brighton, United Kingdom University Hospitals Sussex NHS Foundation Trust (279) Full time

Communication Act as the central conduit of information for the directorate to enable operational and transformational business. Be responsible for the coordination of directorate stakeholders when liaising with external stakeholders to ensure key programmes are delivered. Act as the first point of contact between the Directorate and the Trust and other internal and external agencies at both local and national level. Deal with complex and sensitive directorate enquires from national bodies; the press; and other high profile stakeholders.

General administrative duties to support the effective running of the directorate. Receive and, with appropriate advice, communicate information of a highly sensitive or contentious nature being tactful and diplomatic and aware of barriers to communication that may exist or arise. Communicate in a polite and confident manner to all enquiries received, demonstrating respect, compassion and empathy at all times. Responsible for ensuring mechanisms are in place for effective team briefings and communication cascades.

Promote and ensure good customer relations with external visitors and neighbouring Divisions/Departments. Service Delivery and Improvement Lead on the coordination of directorate business and ensure priorities from the General Manager, Heads of Nursing and Clinical Director are appropriately delivered. Provide a responsive and efficient project support to the Divisional Management Team to include typing of correspondence (in various formats), reports, visual presentations, handouts, filing, photocopying etc. whilst maintain confidentiality at all times.

Act on behalf of the Directorate team in dealing with routine issues to interpret and distribute information to staff, other departments, or other senior managers as appropriate and to collate responses and forward these within the appropriate deadlines. Support the production of Directorate reports to the Trust Board, and other forums and ad hoc reports on behalf of the Directorate. Validate, code and raise invoices and set up purchase orders where required. Ensure with colleagues that all meetings are covered adequately and take responsibility for tracking membership of groups and updating distribution lists accordingly.

Be responsible for the arrangement, co-ordination of attendance and communication of dates for the Directorate meetings, as well as the timely distribution of agendas and appropriate papers for these meetings. Track progress against any agreed actions and update action tracker accordingly. In conjunction with the Directorate Management Team or delegated officers, assist with project work as directed and where required, lead and be responsible for specific projects as delegated by the Divisional Director of Operations. Assist the Management Team in co-ordinating the Directorate objectives & work-plan via the monthly meetings whilst ensuring deadlines are met including collation of information and development of visual presentations.

Ensure that any papers produced by the Directorate are compliant with the Corporate branding and using the agreed templates. Be responsible for tracking decision making processes to ensure auditable governance records are available as required. Support divisional recruitment processes where required. People Management and Development To handle sensitive material about all staffing groups.

To coordinate the directorates annual leave and senior manager shift allocations within the designated HR systems. Under the direction of the Directorate Management Team, access and maintain local personal files for Directorate staff. Create and maintain an annual leave chart for the Directorate Management Team to ensure visibility of senior leadership cover at all times. Support the Directorate Management Team in the communication and escalation of data regarding appraisal and mandatory training compliance (amongst other workforce information).

Patient Care Delivery Be responsible for the timely distribution of Medical Device Alerts and for collating responses, forwarding a single reply on behalf of the Directorate summarising action taken. On behalf of the Directorate Management Team, update the Directorate risk register with information supplied by Divisional Leaders. Finance Be responsible for raising and coordinating purchase orders and other financial duties as required. To coordinate the directorates business regarding the Cost Efficiency Programme and other financial elements as they arise.

Learning and Development Attend mandatory training updates as required. Undertake training as necessary in line with the development of the post and as agreed with the line manager as part of the personal development process. Achieve and demonstrate agreed standards of personal and professional development within agreed timescales. Identify own learning needs and jointly plan training requirements with your line manager.

Participate in the Trusts appraisal process to discuss how yo

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