Programme Support Officer

2 weeks ago

Leeds, Leeds, United Kingdom Leeds Teaching Hospitals Full time
Job Summary

The Leeds Teaching Hospitals is seeking a highly organized and detail-oriented Programme Support Officer to join their team. As a Programme Support Officer, you will play a crucial role in coordinating and supporting the delivery of a portfolio of large-scale clinical and corporate programmes and projects.

Key Responsibilities
  • Provide day-to-day administration and support across a range of programmes and projects, working closely with Programme and Project Managers, Project Support Managers, and the Office Manager.
  • Maintain core documents and processes, including highlight reports and action logs, and manage a comprehensive diary and events inbox.
  • Provide PMO system administration support for programme documentation, governance, and reporting, and act as a central query point for PMO staff and stakeholders.
  • Support project and programme managers in the development and monitoring of project plans, and monitor programme documentation, including risk and issue logs.
  • Compile data and produce reports as required, and ensure programme communications are carried out in accordance with the communication plan.
  • Support the project and programme managers in their change management and business process re-engineering activities, and manage meetings from set up through to minute taking and action tracking.
  • Maintain the programme library in line with the Portfolio Management Office requirements, and monitor any budgets and prepare reports for the Programme Director.
Requirements
  • Excellent organisational skills with the ability to work both independently and as part of a team.
  • Demonstrate a commitment to team working, departmental, and multi-disciplinary team.
  • Highly motivated and lead by example to motivate other team members.
  • Prioritise own workload and, where appropriate, that of the PMO team.
  • Effective supervisory, managerial, and coordination skills.
  • Commitment to ensuring work is completed and targets met within the timescales dictated by the Programme, Trust, and/or external bodies.
  • Continually monitor, review, adapt, and able to implement new working practices/processes, as required by the PMO and Programme team responsible for a complex programme across 6 organisations.
  • An ability to train staff, including temporary staff, as required, and to assess and monitor progress on a continuing basis.
  • Capable of working with all levels and disciplines of staff across a number of Trusts/organisations.
  • Professional attitude.
  • Good communicator (both verbal and written).
  • Ability to work to deadlines and has a pro-active approach.
  • Highly developed interpersonal skills and effectively communicate at all levels, executive, chairman, colleagues, and other health professionals, within the programme and across 6 Trusts and the STP.
  • An ability to exercise judgement when dealing with enquiries to evaluate the situation and resolve problems within their remit, escalating issues appropriately.
  • To have an adaptable and flexible approach to working hours and practices.
  • Effective communication skills, verbal and written, with a high level of detail and accuracy, at both executive and administrative levels.
  • Understand and adhere to Programme, Trust, and NHS processes and protocols.
Desirable
  • Experience of working in a structured programme and project environment and some experience gained working on a change management project.
  • 5 GCSEs including Maths and English.
  • Diploma or equivalent.
  • Ability to recognise programme and project risks or issues and their implications.
  • Ability to plan and organise complex activities.
  • Ability to provide secretariat duties to a Programme Board, including ability to take and transcribe formal meeting minutes.
  • Experience of working with multidisciplinary teams and with staff at all levels.
  • Knowledge of the Data Protection Act and patient confidentiality requirements.
  • Excellent IT skills, which include MS Word, Excel, PowerPoint, Project, email.
  • Ability to prioritise workload and work on own initiative delivering to stringent deadlines.
  • Good organisational skills, including diary management.
  • Good written and verbal communication skills.
  • Good interpersonal skills.

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