PMO Administrator

At Sheffield Health and Social Care (SHSC) we are passionate about providing the very best care to the people we support, and we're looking for amazing people who share this passion to join us.
The Programme Management Office manage and monitor projects to drive organisational change, and support services to embed project management standards. This ranges from planning, implementation and governance of large-scale transformation programmes to supporting smaller local initiatives which all focus on improving outcomes for service users. We are looking for a highly organised and efficient administrator to help us to deliver, as a team, effective management and governance of programmes and projects.

The post holder will be responsible for undertaking administrative tasks to a high standard. These include:

- Maintaining project IT systems and documentation and supporting effective project delivery and to support project, programme and portfolio-level reporting.
- Supporting change initiatives across the Trust to be successful.
- Scheduling and facilitating meetings, ensuring papers for meetings are assured and issued within set timescales and agendas and accurate records of meetings are agreed with Chairs.
- Completing administrative tasks to promote the smooth running of the PMO e.g. stock requisitions, arranging team training.

We are passionate about providing the very best care to the people we support, and we're looking for amazing people who share this passion to join us.

What is it that makes our Trust such a special place to work? Well, it's all about the people. Our staff, service users, carers and families all come from such diverse backgrounds and all have expertise and stories to share.

It’s important that you feel supported in your role, that the people who you work with are as passionate as you are and that your health and wellbeing is taken care of

If you're interested in developing your career, you'll have access to a range of training and education opportunities.

We are all very proud of the difference we make to people's lives each and every day and if that's something that you'd like to be part of, we'd love to have you with us.

Project, Programme and Portfolio Administration
- Assist with the maintenance of key project documentation for example, action logs, plans and risk registers.
- Assist with the maintenance of the PMO SharePoint site as a configuration library for project documentation.
- Assist with the maintenance of project IT systems such as granting access rights and creating folder structures.
- Assist with the organisation of project events such as workshops, stakeholder engagement activities etc.
- Assist colleagues with the creation of communications, briefings and presentations pertaining to projects and programmes.
- Schedule Project and Programme Team Meetings, Programme Boards and the Transformation Board to ensure the flow of information to Committee and Board of Directors meetings.
- For some meetings, agree agendas and required papers with the Chairs of meetings, often of Director or Executive level, prior to meetings.
- Inform colleagues of required papers for meetings, support them to submit papers on time to the PMO, and as required, schedule and arrange for their assurance prior to issuing for the meeting.
- Facilitate meetings ensuring Chairs are provided with attendees, apologies, details of quoracy and key documentation to promote the smooth running of the meetings.
- Write high quality summary notes and maintain action and decision logs for approval by the Chair.PMO Administration

Service delivery
- Support SHSC’s Quality and Equality Impact Assessment (QEIA) process by arranging QEIA panel meetings, managing the pipeline of assessments, coordinating documentation, and issuing invitations to attendees.
- Support change initiatives to be successful by creating document repositories, creating and monitoring action plans, and arranging workshops.
- Collate information and distribute reports to support Trust wide activities.
- Schedule PMO Team meetings, development sessions, supervision and appraisals to promote the achievement of SHSC performance targets.

Service development
- Contribute to continuous improvement by assisting with the development of administration, project and programme processes and templates.

Administrative
- Maintain the MS Teams channel enabling the team to work together effectively.
- Book training, venues, raise orders and fulfil similar administrative tasks on behalf of the team.

Communication and Relationship Skills
- Build relationships and effective lines of communication with colleagues across SHSC.
- Understand and be able to clearly communicate PMO processes to colleagues from across SHSC.
- Provide and receive sensitive and contentious information orally, in writing and electronically to inform directorates, project boards and stakeholders. This may include confidential data.

Planning and Organisational Skills
- Assess