Project Administrator

3 weeks ago

Sheffield, United Kingdom Sheffield Teaching Hospitals NHS Foundation Trust Full time

An exciting opportunity has arisen for the right an enthusiastic person with administrative experience to join a dynamic team within the Informatics Department at Sheffield Teaching Hospitals Trust as a Project Administrator.

The post holder will provide the support across the project being implemented by the Informatics Delivery Programme Team as well as a central administration function ensuring the smooth running of the team. Working in a fast-paced environment you will need to have the ability to multi-task and think ahead to ensure that deadlines are met within given timeframes.

This will be a very busy and varied role, assisting and working with all members of the Delivery Programme Team, and also providing administrative support to the Delivery Programme Manager and Project Manager, when required.

The Informatics Programme and Project Management Office (PPMO) function oversees technology programmes and individual project(s) being implemented by the Informatics Directorate supporting delivery to time cost and quality. The purpose of this role will be to support the PPMO and Informatics Delivery resource to ensure time is used optimally in completing the technological aspects.

The post holder will provide the administrative support for the PPMO in management of diaries, organising project meetings, collation and production of financial and progress reports.

You will be working for an organisation which values and respects all of its staff and the community it serves. The Trust is a leader in the NHS and research sectors and provides excellent benefits for its staff. This includes commitments to professional development but also many policies to support employees in balancing their personal and professional lives.

This vacancy is advertised on a fixed term contract basis for a period of 12 months due to the post being externally funded. The fixed term contract status of the post holder will be reviewed in accordance with the Trust's legal obligations regarding fixed term contracts taking into consideration the ongoing source of the external funding and the requirement for the post to be maintained.

Please also note any secondment must first be agreed with your current line manager.

Please view the attached Job Description and Person Specification documents for full details regarding this post.

Operational

To maintain programme and project electronic and paper filing systems and document library.

To coordinate the receipt of high level financial updates on income and expenditure and to assist the Programme Manager with planning budgetary control and reporting requirements.

To coordinate the receipt of programme, project, and work-stream progress reports and draft summary status reports.

To liaise with those responsible for meetings to ensure that agendas and agenda papers are compiled and distributed in good time and to take notes of meetings. To also copy, collate and transport documents for meetings and events.

To be responsible for organising meetings including liaising with internal and external contacts, negotiating dates within required deadlines, identifying and booking suitable venues, catering arrangements, audio-visual equipment and dissemination of papers.

Ensure the operation of a robust system of items to be brought forward for meetings and appointments.

To be responsible for the timely production of meeting minutes and action trackers.

Creating and maintaining accurate lists of all staff for the projects according to agreed formats and timescales. Liaising with service admin, HR and other departments as required.

Identify and implement actions, systems and processes that will improve the effectiveness of both the PPMO and the projects being delivered.

To contribute to standardised administrative functions e.g. filing policies, communications etc. Identifying and maintaining

Through the development and audit of the PMO products ensure continuous improvement of the PPMO administrative function

To support the PPMO and wider Informatics management team with the administration of the recruitment process.

General

To plan and prioritise own work in accordance with meeting schedules and reporting deadlines.

The post holder will work in conformance with Sheffield Teaching Hospitals Foundation Trust policy on information security and confidentiality, including all applicable legal requirements (e.g. Caldicott, Data Protection Act, Computer Misuse Act, etc.)

Any other duties appropriate to the grade and scope of the post may be assigned from time to time.

To participate in STH mandatory training in line with Trust and local policies

To contribute to a safe working environment by following Trust and local polices relating to Health and Safety

Contribute to the central repository of Project Management Documents for STH systems accessible to all members of Informatics.

To reinforce the STH values and behaviours (PROUD) in day to day operations and ensure these values are inco

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